2012-13 Procedural Memoranda

​Admissions

SGS Admissions Manual 2013 Edition (17-Jan-13)

To: Graduate Administrators

From: Steve Rutchinski, Student Services Officer, Division III

CC: Heather Kelly, Director, Student Services
Rodney Branch, Associate Director, Student Services - Student Systems and Records

The SGS Admissions Manual has been updated for the current academic year and is available on the SGS home page under “Administrative Support” within the restricted access tab.

Here is a summary of the updates:

Role of Agents: SGS does not interact with consultants, agents or third parties with respect to applications.

Electronic Records: Admission files may be retained in electronic format - provided there is a specific arrangement approved by SGS Student Systems & Records. Otherwise, official admission files consist of hard copy documentation. The SGS Records Management File Retention Schedule and Best Practices for Managing Graduate Student Records apply for both hard copy and digital records.

Transcript Changes: Canadian universities which have made changes to their official transcripts in the past year have been noted.

Grad IFP Pilot: SGS has approved on a trial basis a new route for Master of Engineering (MENG) program applicants to satisfy English proficiency admission requirements: the Graduate International Foundations Program (GradIFP). Procedures for admission to the GradIFP and subsequently to the MENG are set out in the Manual.

Flexible-time PhD Admission Requirements: Flexible-time PhD admission requirements have been clarified.

Condition Codes: The condition code and remarks section remains unchanged for this edition, however, a few best practices have been identified in the introduction. In particular, it is our recommendation that a generic severe admission condition CGS1 by applied to any applicant offered admission who has yet to complete all coursework/requirements of an admitting degree.

If you have any questions, please contact your SGS Student Services Officer.

ROSI Offer / Refusal Letter Templates Updated (16-Jan-13)

To: Graduate Administrators

From: Steve Rutchinski, Student Services Officer, Division III

CC: Heather Kelly, Director, Student Services
Rodney Branch, Associate Director, Student Services - Student Systems and Records

Please be advised that the ROSI letter templates for offers of admission and refusals have been updated, effective today.

The substantive changes of content are:

  • Following University guidelines for the use of gender neutral language, use of the title Mr./Mrs./Ms. has been discontinued. ROSI template letters now use only the given and surname of the addressee without gender-specific titles.

  • Refusal letters now identify the program of study to which the refusal decision applies. Applicants to more than one program of study will find the increased clarity helpful.

  • International students are now notified, as required by the Privacy Office, of the personal information disclosed by the University to the UHIP insurance provider. The text reads:

  • “In order to facilitate UHIP coverage, the University of Toronto has provided Sun Life Assurance Company of Canada, the insurance provider, with your name, student number, mailing address, email address and date of birth. This is a mandatory procedure required for admittance to the University. If you have any questions regarding the security of these records or other concerns pertaining to your personal data, please contact the UHIP office at (416) 978‐0290.”

  • “Program length” replaces references to “minimum period of registration” language, making the offer letter consistent with SGS Calendar regulations regarding minimum degree fee (see SGS Decanal Memo #004, 2012‐2013).

The ROSI templates are updated as of the date of this memo. If you have any questions, please contact your SGS Student Services Officer.

Conditional Admissions for September 2012 (12-Dec-12)

 

To: Graduate Administrators

From: Steve Rutchinski, Student Services Officer, Division III

CC: Heather Kelly, Director, Student Services
Rodney Branch, Associate Director, Student Services - Student Systems and Records

SGS has produced the following two lists:

1. Students who are currently registered in the September 2012 session with outstanding conditions
2. New January 2013 admits with outstanding conditions

Please find the lists in the SGS Drive folder for your unit (see instructions on using the SGS Drive in the Manuals section of the SGS website).

Note: if there is not a list in the SGS Drive folder, there are no students in this situation in your unit.

Please review the lists and clear conditions on ROSI for students who have already satisfied the condition(s) of their Offer of Admission or follow up with students to ensure that they meet the conditions of their admission. The lists contain both severe and non-severe conditions. Please disregard the SE1, SE2, and dual registration conditions – these conditions will be dealt with by SGS.

If students have not provided you with the proof necessary for you to clear their conditions prior to the registration rollover in March, registrations for Summer 2013 and Fall 2013 will not be created and the students will not be permitted to register for these sessions.

If students clear conditions after the registration rollover, please contact your Student Services Assistant to create the registrations and to ensure that the correct fees are charged for these sessions.

When a student has satisfied the condition(s) of their admission, there are two steps for clearing the condition:

1. enter a “satisfied date” on 4 A E C, and
2. enter the final candidacy code OOF on 3 D A (see section 5.11 of the Student
Services and ROSI Manual)

To view the text on ROSI for a condition code, use direct command 3 C C and select the ADD candidacy (use “s” at the beginning of the line and Enter). This will bring you to “Manage Candidacy Data”. Enter “Y” beside “Messages” and change all other Y’s to N. Press Enter. You’ll see the condition code(s) that you used on your offer of admission letter. Place the cursor under the code and press Enter. You should see the text for the code. Alternatively, you could reprint the admission letter.

If you have any questions, please contact your Student Services Assistant or Officer. Thank you.

 

Changes to Applicant Degree POSt in the Admissions Application (6-Dec-12)

To: Graduate Administrators

From: Rodney Branch, Associate Director, Student Services – Student Systems and Records

CC: Heather Kelly, Director, Student Services

Although we are early in this application cycle we have received a number of requests to change the degree POSt chosen by an applicant in the SGS admission application system. For a number of reasons it is not possible to make this change once an applicant has moved to the payment stage. The following may help you give direction and advice to applicants:

  • Document requirements are set for the applicant once the application has moved to “Documents Pending” or “Payment Pending”. It’s not possible to remove the requirements and regenerate new ones based on a new POSt.

  • Similarly, reference requirements are set and emails sent to referees at this stage.

  • The reference request spells out the program selected.

  • If applicants have made mistakes they should be advised to submit a new application and advise their referees of the error. You may waive the old referee request.

  • SGS will only waive an application fee in exceptional circumstances. As applicants are required to review and confirm their application before moving to payment simple miss-selection is not normally grounds for a waiver or refund. A request must outline the extraordinary situation that caused the error.

If you have questions about this, please contact me or Heather Kelly.

Admitting Applicants to an Alternate POSts (6-Dec-12)

To: Graduate Administrators, Degree and Collaborative Programs

From: Rodney Branch, Associate Director, Student Services, Student Systems & Records

CC: Heather Kelly, Director, Student Services

Occasionally when assessing an application, admissions committees will determine that an applicant is a better fit with a different delivery option, program length or degree in the program than one to which the applicant applied. In these cases, admissions committees should feel free to consider applicants for the alternate POSt and make an appropriate offer. This applies when the determination is made by the committee. If an applicant advises the unit that they made a mistake in applying to the degree/program/delivery option the applicant should be encourage to reapply, with fee, and submit documents and references relevant to the new application.

At other times, an admissions committee may determine that the applicant is a better fit with a different program altogether. In such cases the committee may share the application file with the other program’s admission committee only after receiving permission from the applicant to share their personal and academic information. The applicant is not required to pay an additional application fee. It is not possible to change the applicant’s request in the admission application and evaluation module so a print out of the file will need to be provided to the alternate program.

In either case, if the applicant has also included a collaborative program in the application, the degree program should notify the collaborative program(s) of the change.

When processing these cases in ROSI, graduate administrators should record a refusal on the original application POSt but do not need to produce a refusal letter if an alternate offer letter is being sent.

If you have questions about these procedures, please feel free to contact me.

Enhancements to the Admission Application System for the Current Cycle (9-Nov-12)

To: Graduate Administrators

From: Rodney Branch, Associate Director – Student Systems and Records

CC: Heather Kelly

SGS has recently completed a number of enhancements to the admissions application system that should improve the user experience for applicants, referees, administrators, and evaluators. These changes were explained in detail at the annual Admissions Application Workshop on October 31; the following is a brief summary.

We appreciate your feedback and suggestions. Please continue to pass these on to David Lock and Rodney Branch. Enhancements are prioritized based on the impact to the greatest number of users and the resources available to develop and implement the changes.

Password Management

To make passwords more secure, the system no longer emails the initial password to a user. Applicants choose their password when they create their profile. Referees and new administrators are emailed a temporary URL which allows them to choose their own password. The new password reset tool functions much in the same way: users enter their email address and, instead of a new password, the system sends them a “password reset” link.

Although these new password procedures have been implemented for graduate administrators, we hope to implement UTORid authentication in the near future.

Personal Information Mismatches with ROSI

Where an applicant already has a record in ROSI because of a previous application, registration, or test score submission, the upload process will update contact information. It will not update the name or legal status of the applicant because documentation is required. Applicants have not always been aware of a conflict between the systems or the possible consequences. When the upload process flags a conflict, applicants will receive an email instructing them to log into the admissions application for further information. An “Alert” is placed at the top of their admissions application status page about the mismatch including detailed information, instructions, and contact information.

File Formats for Document Uploads

The system will now accept uploaded documents in the newer .docx and .xlsx formats, in addition to .doc, .xls, .rtf, and .pdf documents.

Personal Information

As we are no longer required to report social insurance number or marital status to government agencies, we no longer have a need to request the information from applicants. The fields have been removed from the application. In addition, while day and month of birth have been retained for identification purposes in the application summary used by administrators and reviewers, year of birth has been suppressed in the document. The full date of birth does appear in the applicant profile and ROSI.

Demonstration Site

Until this year the “test” version of the application that graduate units could use to demonstrate the application to faculty or to test document management was the same one used by the developers to test enhancements and fixes. This could create conflicts and often forced the development of new features to be limited to summer months. The development and demonstration systems have now been separated, allowing graduate units a little more flexibility in their testing. The Graduate Administrator’s Admissions Application manual on the SGS website has been updated with the new links to the DEMO sites.

Document Settings

Start and end session settings have been removed from master and program documents to simplify management by graduate administrators. Documents are now either active or inactive.

Additional Enhancements

In addition to these changes that have already been implemented, Information Systems is working on some others which we hope will be available during the current application cycle:

File Assessment Reports

We have some basic requirements for reports of applicant reviews in the file assessment module but if you have specific needs, please provide David Lock (david.lock@utoronto.ca) with the details as soon as possible.

File Reviewer Views

Faculty members have requested some additional filters and sorts on the lists they see in file assessment. Among these are separate lists by degree within subject POSt groups (fields, concentrations, collaborative programs), sorting by average ratings and the ability to hide specific applications.

Admission Recommendation Form Template

A significant amount of the data that needs to be entered on the Admission Recommendation Form exists in the application system (applicant name, program, degree, subject POSts, etc.). This form should soon be available as a report from the system.

Country Updates - International Equivalencies Database (26-Oct-12)

 

To: Graduate Administrators

From: Zamiha Premji, Recruitment and Admissions Officer

CC: Heather Kelly, Director, Student Services

Each year, SGS updates the International Credentials Equivalencies Database (ICED) which is located within the secure access area on the SGS website.

The ICED is a dynamic tool for Graduate Administrators to access information on international education systems and institutions around the world.

The following countries have been updated, as of October, 2012:

Albania, Antigua and Barbuda, Argentina, Australia, Belize, Bolivia, Brazil, Chile, Columbia, Costa Rica , Cuba, Democratic Republic of Congo (Zaire), Ethiopia, Kenya, Indonesia, Italy, Malaysia, Mexico, Myanmar, New Zealand, Nigeria, North Korea, Peru, South Africa, Spain, Sri Lanka, Sudan, Taiwan, Thailand, Tonga, United Kingdom, Uruguay, Venezuela, Vietnam, Zimbabwe.

For any questions on the ICED, please contact me.

Thanks and regards,

Zamiha V. Premji

English Proficiency Test Scores on ROSI (12-Oct-12)

To: Graduate Administrators, Degree and Joint Programs

From: Rodney Branch, Associate Director, Student Services, Student Systems & Records

CC: Heather Kelly, Director, Student Services

       Zamiha Premji, Recruitment and Admissions Officer

As you are setting up your application document requirements and your review processes, please remember that official test scores for IELTS, COPE, TOEFL and the University of Toronto School of Continuing Studies are reported electronically to Enrolment Services and loaded to ROSI. Applicants are not required to submit their results on paper though they should indicate the University of Toronto as a recipient of electronic scores when they register for their tests.

We appreciate that it can be time consuming to look up test scores for individual applicants on ROSI. Starting next week we will be delivering weekly reports to SGSDrive of your applicants who also have test scores recorded in ROSI. The lists will exclude applicants who have been refused, have declined an offer or whose applications have been cancelled or withdrawn. We will include applicants who have been admitted or who have confirmed as the list may be helpful in tracking outstanding EPT conditions. Only scores for tests taken later than September 1, 2010 will be included.

GRE scores cannot yet be loaded to ROSI but we are sourcing scores from the Educational Testing so that in the near future we can provide a similar report for units that require the GRE.

If you have questions about required tests and scores, please consult the Admissions Manual in the restricted section of the SGS website or speak to your Student Services Officer.

SGS Admissions Guides for 2012-13 (13-Sep-12)

To: Graduate Administrators

CC: Student Services, School of Graduate Studies

From: Zamiha V. Premji, Recruitment and Admissions Officer

This week, SGS will distribute revised Admissions Guides (2012-13) to all graduate units for use in recruitment. The Admissions Guide, along with the GradSchool website, is our primary means of advertising graduate studies at the University of Toronto.

Each graduate unit will receive a few hard copies of the Admissions Guide, for reference and/or distribution. An electronic version is also available on the GradSchool website, under the Admissions Requirements tab. If you would like additional hard copies, please contact me. You can also advise prospective students to pick up a hard copy directly from SGS.

Thanks and regards,      
Zamiha V. Premji

Opening the SGS Admission Application System for 2013 Admissions (22-Aug-12)

To: Graduate Administrators

From: Rodney Branch, Associate Director, Student Services – Student Systems & Records

CC: Heather Kelly, Director of Student Services
       Hasmik Sargsyan, Recruitment Officer
       David Lock, Student & Administrative Systems Support Representative

Re: Opening of the Admissions Application for the 2012 cycle

We are currently making preparations to open the SGS Admissions Application for applications to the September 2013, January 2014 and May 2014 sessions. We intend to have tables updated by September 16. At that point you will be able to set your own opening and closing dates though we will set the default opening date to September 20. Before we can refresh system tables we need you to confirm some program information and to double check your own settings.

We have saved to SGSDrive a report of degree POSts, session and attendance class (FT/PT) options available to applicants. It is sorted by program, application session, degree and POSt. If you include field or concentration subject POSts in the application, these are included and associated with the relevant degree POSt. Please check the report and if any corrections are required, please let David Lock know by Friday, September 7 at the latest so that we can update the source tables in ROSI before copying the information over to the admissions application system. Please note, the list should include ALL options you may allow for applications. If there are certain categories (e.g., special students) which you allow but only infrequently or by special permission, these should still be included on the list. Access to them can be restricted in the application through the opening and closing dates and use of the “exceptions” function.

Once we have refreshed the system with the updated lists of POSts from this table and set the default opening date in the application to September 20 you will still need to confirm your dates and the availability of your POSts in the application before applicants will have access.

While you won’t be able to set your opening and deadline dates until we refresh tables, you can check on your settings for document and reference requirements, transcript settings and collaborative program membership. For details, please refer to the manual for the application available in the restricted access section of the SGS website. If you still have questions, please contact David Lock.

We have not made any changes this year that would necessitate your having to change instructions to applicants. That said, we are introducing an alert page for applicants to advise them if there is a mismatch on name or legal status to a previous ROSI record. We are also making some enhancements to the file assessment module. At the annual workshop in October we’ll present the changes in detail. Over the coming weeks we’ll also post the list to the SGS website.

We are always looking for ways to improve the admissions application, for applicants, units, referees, and reviewers. We have established a single contact point to receive notice of bugs and suggestions for enhancements and improvements. Please direct these to support@sgs.utoronto.ca and include “OAA Feedback” or “OAA error” in the subject line.

If you have any questions about the general setup process for the admissions application, please contact David Lock or me.

 

Graduate Awards

Gold Medal and Federal Award Recipients (30-May-13)

To: Graduate Chairs, Directors, Graduate Coordinators

CC: SGS Council of Graduate Deans, School of Graduate Studies

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

At the School of Graduate Studies Awards and Fellowships Reception, held Wednesday, May 29th at the Faculty Club, I welcomed over 175 guests. In my remarks, I highlighted the achievements of this year’s winners of the Governor General’s Gold Medal, as well as over 500 newly named recipients of the NSERC (Natural Sciences and Engineering Research Council), SSHRC (Social Sciences and Humanities Research Council), and CIHR (Canadian Institutes of Health Research) graduate fellowships.

  • NSERC (including Canada Graduate Scholarships): The University of Toronto was allowed to submit 350 applications for the 2013-2014 NSERC PGS Competition and received 101 doctoral awards and 89 master’s awards.

  • SSHRC (including Canada Graduate Scholarships): The University of Toronto was allowed to submit 214 applications for the 2013-2014 SSHRC Competition and received 105 doctoral awards and 97 master’s awards.

  • Canada Graduate Scholarships: The University of Toronto received 26 prestigious Vanier awards for the 2013-14 competition.

  • CIHR Graduate Awards: U of T submitted 41 CGSM applications. Awards have yet to be announced.

Governor General's Gold Medals

The Governor General’s Gold Medal was first awarded in 1873 by the Earl of Dufferin. This award has since become one of the most prestigious that a student at a Canadian educational institution may receive. The Gold Medal is awarded to three students who achieve the highest academic standing at the graduate level. This year SGS received 26 nominations.

The three gold medallists:

Dr. Michael G. Helander completed his doctoral dissertation “Electrode/Organics Interfaces in Organic Optelectronics” in August 2012 under the supervision of Professor Zheng-Hong Lu in the Department of Materials Science & Engineering.

Dr. Stephen Anthony Pelle completed his doctoral dissertation “Continuity and Renewal in English Homiletic Eschatology, ca. 1150-1200” in September 2012 under the supervision of Professor Prof. Andy Orchard in the Center for Medieval Studies.

Dr. Taylor William Schmitz completed his doctoral dissertation “Attentional Filtering in Young and Older Adulthood” in September 2012 under the supervision of Professor Eve De Rosa in the Department of Psychology.

Congratulations to all of our winners!

CGS-ProQuest Distinguished Dissertation Award Announcement (3-May-13)

To: Graduate Coordinators; Graduate Administrators

From: Arianna Capotorto, Financial Counsellor, Graduate Awards Office

CC: Luc De Nil, Vice-Dean, Students

Deadline

Graduate unit nomination deadline to SGS: Monday June 17, 2013

Purpose

The CGS/PROQUEST Distinguished Dissertation Award is made annually to individuals who, in the opinion of the award committee, have completed dissertations representing original work that makes an unusually significant contribution to the discipline. Both methodological and substantive quality will be judged. Two awards are given annually in two different broad areas. The 2013 fields of competition are:

  • Biological and Life Sciences. The following list, although not all-inclusive, illustrates the field considered as Biological and Life Sciences: biology; botany; zoology; ecology; embryology; entomology; genetics; nutrition; plant pathology; plant physiology; anatomy; biochemistry; biophysics; microbiology; pathology; pharmacology; physiology; and related fields. Also included are agriculture, forestry, and related fields. If the dissertation is multi- or interdisciplinary in nature, at least one of these fields should comprise a significant of the work.

  • Humanities/Fine Arts. The following list, although not all-inclusive, illustrates the fields considered as Humanities/Fine Arts: history; philosophy; language; linguistics; literature; archaeology; jurisprudence; the history, theory and criticism of the arts; ethics; comparative religion; and those aspects of the social sciences that employ historical or philosophical approaches. If the dissertation is multi- or interdisciplinary in nature, at least one of these fields should comprise a significant portion of the work.

Value

An honorarium of $2,000 and a certificate of citation will be presented at the annual meeting of the Council of Graduate Schools, December 4 to 7, 2013, in San Diego, California. Reasonable travel expenses of the recipients will be paid.

Eligibility

Candidates must have completed all doctoral degree requirements and have had their dissertation accepted by SGS during the period of July 1, 2011 to June 30, 2013.

Application Process

Applicants must submit one copy of their entire application (in the order listed below) to their Graduate Unit, by the u nit’s established deadline. Applicants from doctoral collaborative programs should submit the application to their home graduate unit.

The application will include the following documents:

  1. Abstract of the dissertation, not exceeding 10 pages, typed double-spaced on 8-1/2”x11” white paper. In addition, appendices containing non-textual material, such as charts or tables, may be included. The nominee may also choose to include a brief CV (including professional background, publications and honours) as an appendix. The pages should be numbered, and each should bear the name of the nominee.

  2. An original letter (signed and on letter head) from the nominee’s dissertation supervisor describing how the dissertation represents original work which makes an unusually significant contribution to the discipline.

  3. An original letter (signed and on letter head) from a member of the nominee’s dissertation committee describing how the dissertation represents original work which makes an unusually significant contribution to the discipline.

  4. An original letter (signed and on letter head) from a person of the nominee’s choice describing how the dissertation represents original work which makes an unusually significant contribution to the discipline.

Instructions to Graduate Units:

Nomination Process: Each Graduate Unit may nominate one candidate to be considered for each field competition.

Submission Instructions: Each nomination package must be submitted electronically as a single PDF, assembled in the above listed order via the SGSdrive by Monday June 17, 2013, along with the attached Excel sheet to your unit’s folder. Please be sure to email arianna.capotorto@sgs.utoronto.ca to notify SGS of your nomination and that the file has been saved to your units’ secure folder in the SGSdrive and is ready for pick-up.

Questions?

Graduate units may contact arianna.capotorto@utoronto.cawith any questions regarding this award.

Ontario Graduate Scholarship (OGS) Domestic Submissions (2-May-13)

To: Graduate Coordinators and Administrators

From: Fong di Caterina, Awards Officer (Provincial)

Please find attached the spreadsheet template to be used for submitting to SGS your unit’s list of successful and reversion list candidates for the 2013-14 domestic OGS competition. Note that most of the columns are from the online application Excel download spreadsheet so you are encouraged to re-use the data available from there. The deadline to submit your list to Fong at SGS is Monday, June 3, 2013.

Reversion/Waitlist Tip:

The number of applicants you need on your reversion list will depend on the number of allocations your unit has, and whether you expect many, if any, declines. A standard number would be equal to your awardee list. However, if your unit has an allocation of one, a reversion list of two or three would still be reasonable. Conversely, if your allocation is 25 you probably don’t need that many on your reversion list. In addition, units who nominated CIHR master’s award applicants for an OGS may have declines in July when the results are released. Those potential declines should be factored into determining your reversion list length.

Notification of Results:

If you haven’t already done so, please remember to notify all applicants to your unit of your internal results after your selection process, using the SGS communication templates provided (in previous email).

Acceptance and Payment Activation:

After receiving the OGS list from your unit, SGS will work with the Enrolment Services Office to confirm OSAP eligibility, and notify successful award recipients on behalf of the Province of Ontario in July. SGS will also provide the successful applicants the OGS Agreement Form along with the terms and conditions of the award. Similar to previous years, the successful candidates will fill out the OGS Agreement Form in PDF format and submit it to your unit for completion and forwarding to SGS via the SGSDrive. We hope to have this process as part of the online application system in the future.

OGS Manual for Graduate Administrators:

The latest version of the manual has been uploaded onto the Restricted Access section of the SGS website. Note: this manual is not in its final version and will be regularly updated. Please refer to the manual online for the most up to date version.

Preparation for Next Year:

Yes, already! To prepare the OGS application website for next year, we would like to have an idea of units’ internal deadlines, which will help determine when the next version of the OGS application goes live again. Please kindly enter your tentative 2014-15 OGS departmental deadline date on the Google spreadsheet. Similar to this year’s spreadsheet, this link is for internal purposes and should not be shared with students.

If you have questions or concerns regarding OGS, please feel welcome to contact me.

Best regards,
Fong Di Caterina, Awards Officer (Provincial)
ogs@sgs.utoronto.ca

Michael Smith Foreign Study Supplements (MSFSS) Announcement (24-Apr-13)

To: Divisions I, II, III & IV ‐ Graduate Coordinators, Graduate Administrators

From: Katie Lindeman, Awards Officer, Federal

Student Application Deadline to SGS: Friday, May 24, 2013 (4 pm)

Purpose

The Canada Graduate Scholarships – Michael Smith Foreign Study Supplements (CGS‐MSFSS) Program supports high calibre Canadian graduate students in building global linkages and international networks through the pursuit of exceptional research experiences at research institutions abroad. By accessing international scientific research and training, CGS‐MSFSS recipients will contribute to strengthening the potential for collaboration between Canadian universities and affiliated research institutions and universities, or other research institutions outside of Canada.

Eligibility

To be eligible to apply for this funding opportunity, you must:

  • be a Canadian citizen or permanent resident of Canada by the application deadline;

  • be registered at an eligible Canadian institution at the time of application;

  • have accepted or hold one of the following awards:

    • a master’s- or doctoral-level Frederick Banting and Charles Best CGS (CIHR);

    • a master’s- or doctoral-level Alexander Graham Bell CGS (NSERC);

    • a master’s- or doctoral-level Joseph-Armand Bombardier CGS (SSHRC); or

    • a Vanier CGS.

  • undertake your proposed trip abroad no earlier than the competition deadline date (June 10), and no later than the last day of your CGS award tenure;

  • research study period abroad must be for a minimum of three months to a maximum of six months.

  • not hold or have held another CGS-MSFSS during the course of your graduate studies; and

To remain eligible for this award you must:

  • hold an active CGS award at the time your research study period abroad starts;

  • be registered full time in a graduate research studies program at a Canadian institution for the duration of your research study period abroad;

  • take up the award within one year of receiving the notice of award for the CGS-MSFSS; and

  • return to complete your degree in Canada.

Value and Duration

The value of the CGS-MSFSS is up to $6,000, based on the information and budget justification provided in the application. Supplements are non-renewable.

Application Procedure:

Applicants must submit their completed application in hard‐copy to the Graduate Awards Office.
Incomplete applications will not be considered.

Each application package must contain the following items:

1. Application Form:Your application must bear your original ink signature on the front page. Applications received by email or fax are not accepted. Please obtain your MSFSS application from the website of the granting council of which you hold your CGS award.

NSERC
CIHR
SSHRC (please note the SSHRC application will be available shortly; you will be required to log in using your SSHRC account to access it)

To complete the application form, you will require the following information:

Host Supervisor Information:
The name and contact information of the host supervisor, and name and location of the foreign institution where you intend to pursue your research/study activities

Budget:
A budget that provides estimates for costs of travel, living and other expenses during your research study period abroad (to a maximum of $6,000).You may include an additional one page attachment to further detail your proposed budget.

2. Intended Research Plan:
A maximum two‐page description (this includes all references and citations) of your intended research activities during your research study period abroad (including objectives, methodology, timelines and expected outcomes), an indication of how this relates to your main graduate research

topic, and a description of the potential benefits that you will derive from working at, or attending, the host institution in relation to your current research objectives.

3. Two Letters of Support:
Letters must be submitted in signed and sealed envelopes, or emailed or faxed directly from the supervisor to the Graduate Awards Office. Letters may only be a maximum of one page in length, and must be submitted on official letter head. Any translations must be performed by a certified translator.

a) one letter from your current U of T supervisor. Your supervisor must include a justification or explanation as to why this research travel is required to complete your thesis or dissertation; and

b) one letter from the host supervisor. This letter must come directly from the host supervisor, a letter of admissions as a visiting scholar is not sufficient. Additionally, this letter must detail any resources they will be able to provide you with; e.g., supervising time, equipment, access to labs, libraries, etc. and any additional financial support.

4. Consent Form:
All applicants are required to submit a signed copy of the Consent to Disclose Personal Information form. Please find the document at the following sites:

NSERC
CIHR
SSHRC

Where to Apply

Students apply directly to the School of Graduate Studies. In order to avoid the loss or misplacement of documents, applicants must assemble the entire application package and submit it themselves in hardcopy to the Graduate Awards Office no later than 4pm on Friday, May 24, 2013.

Important Notes

It is the responsibility of each applicant to ensure that the complete and accurate application package is submitted by the GAO deadline.

Incomplete applications will not be entered in to the competition and applicants will not be notified of any missing documentation. Applications and/or documentation that is sent directly to the Board administering these scholarships will not be considered in the competition.

Results

SGS will notify all applicants of the results of the University competition by mid-June.

Decisions regarding the national competition are usually announced by the end of August directly to students by the granting agency.

Questions?

For more information, contact the council administering your CGS award.

SSHRC
CGS‐MSFSS Research Training Portfolio SSHRC
350 Albert Street P.O. Box 1610
Ottawa, ON K1P 6G4
Tel.: 613‐943‐7777
Email: fellowships@sshrc-crsh.gc.ca

NSERC
CGS‐MSFSS Scholarships and Fellowships Division NSERC
350 Albert Street
Ottawa, ON K1A 1H5
Tel.: 613‐995‐5521
Email: schol@nserc-crsng.gc.ca

CIHR CGS‐MSFSS Research Capacity Development CIHR
160 Elgin Street Ottawa, ON K1A 0W9
Tel.: 613‐954‐1968
Email: CGSMSFSS@cihr-irsc.gc.ca

Katie Lindeman
Awards Officer (Federal)
katie.lindeman@sgs.utoronto.ca

Doctoral Completion Award (DCA) Administration & Allocation for 2013 (12-Apr-13)

To: Graduate Deans; Chairs/Directors; Graduate Coordinators; Graduate Administrators
From: Kerri Huffman, Associate Director, Student Services - Graduate Awards and Financial Aid
CC: Luc De Nil, Vice-Dean, Students

The Doctoral Completion Award (DCA) is intended to support full-time PhD and SJD students who are beyond the funded cohort and within time limit for the degree. As of 2012-13 the DCA is being managed locally at the Graduate Unit.

Fund Administration

Allocations are based on each unit’s rolling three-year average enrolment of students within time limit but no longer within the funded cohort, weighted according to average support in divisional and cognate disciplines over the same time period.

Your allocation is available via the SGS webfolder for your unit.

Funds will be transferred at the start of the fiscal year by SGS (via Planning & Budget) to Faculties for distribution to graduate units according to the School of Graduate Studies distribution formula.

Timing

The 2013 spring allocation is for students who will be eligible for the award beginning May 2013, September 2013, and January 2014.

Nomination Guidelines

Graduate Units may establish their own application, selection criteria and adjudication process. Sample award announcements, application forms, etc. can be accessed through the Graduate Awards Office. Please note that a portion of the DCA funds are OSOTF-restricted and must be awarded to students who demonstrate financial need. The Graduate Awards Office has a financial needs assessment form available to be used for this purpose.

Eligibility

In addition to local criteria, applicants for the DCA must be:

  • beyond the funded cohort as established by graduate unit practice within time limit for the degree

  • in good academic standing as defined by the graduate unit

  • a full-time PhD or SJD student (DMA, EdD and flexible-time PhD students are ineligible). Students may hold a DCA in two successive years if they remain eligible.

Payment of Award

The DCA is to be paid to the student’s account via ROSI according to established Faculty/department payment processes.

Reporting Procedure

All graduate units will be required to provide the Graduate Awards Office with a final year-end report including the details of the awards that were paid out. All units will provide the Graduate Awards Office at the School of Graduate Studies with a final year-end report including the following information:

  • recipients amount paid

  • student status (i.e., domestic or international)

  • Ontario residency and demonstration of financial need (i.e. eligibility for OSOTF awards)

  • current academic status

For further information on the DCA, please contact Kerri Huffman, Associate Director, Graduate Awards and Financial Aid at: kerri.huffman@utoronto.ca.

QEII-GSST Announcement (4-Apr-13)

To: Graduate Deans; Chairs/Directors; Graduate Coordinators; Graduate Administrators (QEII‐GSST eligible units in Div II, III and IV)

From: Fong Di Caterina; Awards Officer (Provincial), Graduate Awards Office

CC: Heather Kelly, Director, Student Services; Luc De Nil, Vice‐Dean, Students

Date: April 4, 2013

Re: 2013‐2014 Queen Elizabeth II Graduate Scholarships in Science and Technology (QEII‐GSST Program: Formerly the OGSST Program)

Please disregard this email if your graduate unit does not participate in this award program. This announcement is for internal purposes only and should not be posted on websites external to the University.

Deadlines for Applicants:

The sponsoring graduate units are responsible for establishing their internal deadline and announcing the deadline to students.

Deadline for Faculties (ARTSC/APSC/DENT/FOR/NURS/PHM):

The deadline for the above units to submit QEII‐GSST nominations to the School of Graduate Studies is Monday, June 3, 2013.

Deadline for Medicine:

Deadline and submission details to be communicated by Debbie Chau, Office of the Vice‐Dean, Graduate Affairs, Faculty of Medicine.

Purpose of the Scholarship:

The Queen Elizabeth II Graduate Scholarships in Science and Technology (QEII‐GSST) Program is designed to encourage excellence in graduate studies in science and technology. The program is supported through funds provided by the Ministry of Training, Colleges and Universities and by funds raised by the University of Toronto from the private sector.

Value and Duration:

  • $15,000 per year or $5,000 per term.

  • The award is tenable for one academic year, which may consist of two or three consecutive sessions.

  • The award may begin in May, September, or January.

Eligibility:

Applicants must:

  • Be either Canadian citizens or permanent residents who plan to enroll full‐time a in research master or doctoral program in science and technology at the University of Toronto.

  • Exhibit overall academic excellence. For applicants entering the 1st or 2nd year of graduate studies, they must have an average of at least A minus, or the equivalent, on the last 20 one-term/semester courses or the equivalent completed. For applicants entering 3rd year or beyond of graduate studies, they must have an average of at least A minus, or the equivalent, on all graduate courses completed.

  • Also exhibit research ability or potential, excellent communication skills, and interpersonal and leadership abilities.

  • Not be pursuing a professional Master program (e.g., Master of Engineering, Master of Forestry Conservation, Master of Mathematical Finance, Master of Science in Planning, Master of Heath Science, etc.).

  • Be in good standing with OSAP. Applicants who have defaulted on a Canada or Ontario Student

  • Loan or a loan made under the Ontario Venture Capital Program, or have failed to make satisfactory repayment on an Ontario Study Grant overpayment, may be ineligible.

Terms and Conditions of Award:

Recipients must:

  • Hold the award at the University of Toronto.

  • Be enrolled as a full-time student in a graduate program in science or technology as defined above.

  • Repay the award if they are in full‐time attendance fewer than 14 weeks in any term, transfer to another graduate unit, withdraw or change to part‐time status.

  • Not be enrolled in a qualifying or “make-up” year or be on a paid educational leave or sabbatical.

  • Only hold other awards up to a total of $10,000 per year, but cannot hold an Ontario Graduate

  • Scholarship (OGS) for the same year of study in which they hold a QEII‐GSST.

  • Not exceed the maximum of 10 hours/week on average when accepting research assistantships, part‐time teaching positions, or other employment.

Application and Nomination:

Please see the following documents for details on how the program is administered.

  • QEII-GSST 2013-2014 Student Package—includes the Competition Guide, Terms & Conditions, and Cover Page ‐ please distribute to those interested in applying for the QEII‐GSST.

  • QEII-GSST 2013-2014 SGS Graduate Unit Package—includes Administrative Guidelines & Nomination Form

  • QEII-GSST 2013-2014 Nomination Spreadsheet Template—we kindly ask that graduate units enter nominee information in spreadsheet form and submit to SGS with the nomination package for timely processing. 

The nomination package for each award should be scanned as one PDF file, and submitted electronically to the unit’s SGSDrive folder. Each package should contain the following:

  • Nomination page;

  • Cover pages for all nominees; and

  • Please use file naming convention of: Donor name_Sec org code_QEII‐GSST2013.

In addition, please submit a completed Excel spreadsheet template (as an Excel file) with nominee information for all awards within the unit as a separate Excel file.

Email Fong Di Caterina, fong.dicaterina@sgs.utoronto.ca, at the Graduate Awards Office when the files have been deposited and ready for pick up.

Contact Info:

For questions regarding this competition or the nomination process, please contact Fong Di Caterina at fong.dicaterina@sgs.utoronto.ca.

Instructions for Using the SGSDrive:

On the SGS homepage, go to Administrative Support > Restricted Access > Manuals > SGSDrive. You will find a set-up guide and you will need to download and install a program called Cyberduck onto your computer. If you do not have administrative access to your computer, please ask your local IT department to assist. If you have trouble with the SGSDrive, please contact Yi Yang at yi.yang@sgs.utoronto.ca or 416-978-7363.

Once set up, and if you do not see your unit’s folder right away, follow the path: Secure\GradUnit\Your Division Number (e.g. D3)\Your Unit Folder named based on your ROSI second org.

​QEII-GSST Student Package (4-Apr-13)

QEII-GSST Graduate Unit Package (4-Apr-13)

QEII-GSST Nomination Spreadsheet (4-Apr-13)  

University-Wide Awards Announcement (3-Apr-13)

To: Graduate Deans; Chairs/Directors; Graduate Coordinators; Graduate Administrators

From: Tara Lock, Awards Officer (Internal), Graduate Awards Office

CC: Heather Kelly, Director, Student Services; Luc De Nil, Vice-Dean, Students

The following information is for graduate units only. When communicating this competition information to students, please refer them to the SGS website and provide them with your unit’s internal deadline as well as your unit’s contact information for submission of the application packages.

Graduate Unit Deadline: Friday, May 10, 2013 to the Graduate Awards Office

Purpose

Through the generous support of numerous donors, a number of endowed awards have been established at the School of Graduate Studies. This year, 15 awards with various eligibility criteria and values are offered within the 2013-2014 SGS University-Wide Awards competition. The application form and individual award descriptions can be found on the SGS website.

Quota Information

In an effort to better manage students’ and units’ expectations, all units may submit up to three nominations for each award within this competition.

For example, for those students who apply for the Ara Mooradian Scholarship, you may nominate the top three; for those students who apply for the Kwok Sau Po Scholarship, you may also nominate the top three.

Application Process

1) Please set your unit’s internal deadline, allowing for time to collect, evaluate and submit your nominations to the GAO by May 10th

2) Graduate units collect and rank applications, as well as ensure students have met eligibility requirements of the award:

a. Applications are to be evaluated based on each award’s criteria, which can be found on the SGS website
b. For those students who are applying for more than one award, the student need only submit one application package, but it must contain all of the required documentation for each of the awards applied to
c. Ineligible applications will not be considered

Eligibility

Most awards within this competition are only open to eligible students who are registered at the time of application.

The following awards are only for eligible students who will be commencing their U of T program in the Fall:

  • 3M Canada Incorporated Scholarship

  • Agnes M. Ireland

  • Scace Graduate Fellowship

OSOTF Awards

In addition to the specific requirements of each award, those identified as “OSOTF” are only open to eligible students who:

  • Are Canadian citizens, Permanent Residents of Canada or Protected Persons
    Demonstrate financial need (a completed Financial Needs Assessment Form must be submitted)

Departmental Nomination Process

1) Save each nominee’s complete package as a PDF in your unit’s secure folder on the SGSDrive

2) Save the nomination-spreadsheet (forthcoming) as an Excel document in your unit’s secure folder on the SGSDrive
a. To ensure consistency, the GPAs of your nominees (if they are applying to any academic-merit awards) must be calculated in the nomination-spreadsheet according to the 9-point-scale (please see attached chart)

3) Notify Tara Lock by emailing university.awards@sgs.utoronto.ca when your nominations are ready for “pick-up” by the May 10th deadline

If you experience any difficulty with the SGSDrive please contact support@sgs.utoronto.ca for assistance.

Please feel welcome to forward student inquiries to Tara Lock at university.awards@sgs.utoronto.ca.

Doctoral Completion Award (DCA) Year End Form (7-Mar-13)

Doctoral Completion Award (DCA) Year End Reporting (7-Mar-13) 

OGS Visa Submission Spreadsheet (21-Feb-13)

Ontario Trillium Scholarship (OTS) Nomination Spreadsheet (4-Feb-13)

Ontario Trillium Scholarships (OTS) (4-Feb-13)

To: Graduate Deans; Chairs/Directors; Graduate Coordinators; Graduate Administrators

From: Fong Di Caterina; Awards Officer (Provincial), Graduate Awards Office

CC: Heather Kelly, Director, Student Services; Luc De Nil, Vice-Dean, Students

Please do not forward this announcement to student listservs or post on websites external to the University as nominations to SGS are only accepted from graduate units.

Deadline

Graduate unit deadline to SGS: Monday, March 11, 2013 by 12 pm

Purpose

The Ontario Trillium Scholarships (OTS) program is a significant initiative to attract more of the best qualified international students to Ontario for PhD studies. This program supports the 2010 Open Ontario commitment to increase the number of international students in Ontario while maintaining spaces for qualified domestic students.

For the 2013-2014 academic year, 15 Trillium Scholarships for PhD Students will be awarded at the University of Toronto.

Value and Duration

  • The effective value to each student in 2013‐2014 will be $40,000.00 total (including tuition). The OTS is held for four years provided the student maintains good academic standing and continues to meet recipient eligibility requirements;

  • The program has been designed to be cost‐shared with Ontario universities using a 2/3 to 1/3 government to institution ratio, similar to the Ontario Graduate Scholarships (OGS); and

  • The graduate unit will be responsible for covering 1/3 of the cost of the Trillium Scholarship ($13,333.33), which may be provided to the recipient in the form of an award such as a UTF or on-campus employment which may include, but is not limited to teaching assistantships, research assistantships, etc.

Eligibility

Nominees must:

  • be an international student;

  • be intending to pursue a full-time PhD program within the funded cohort;

  • begin their program in September of the 2013-2014 academic year;

  • have achieved an A- average in each of the last two years of full-time study;

  • not have completed more than one year of PhD studies prior to receipt of the OTS;

  • not currently be studying at an Ontario institution; and

  • not concurrently hold a scholarship from any of the following programs: Social Sciences and Humanities Research Council (SSHRC), the Natural Sciences and Engineering Research Council (NSERC), the Canadian Institutes of Health Research (CIHR), Ontario Graduate Scholarship (OGS), Queen Elizabeth II Graduate Scholarships in Science and Technology (QEII-GSST).

Nominations

Each graduate unit is invited to submit nominations for the OTS based on the unit’s total PhD
enrolment:

PhD enrolment is 50 or less: 2 nominations
PhD enrolment is 51 to 150: 3 nominations
PhD enrolment is over 150: 4 nominations.

Application Process

Each application should be scanned as a single PDF file, containing all application materials (as listed below) and submitted electronically via the SGSDrive Secure File Exchange System.

  • An OTS nomination form available on the SGS website (include ranking of nominee in order of merit)

  • A brief cover letter highlighting the strengths of the nominee (one paragraph should be sufficient);

  • All certified university/post-secondary transcripts (official transcripts not required);

  • Nominee’s CV;

  • Two letters of reference (you may use copies of recent letters of reference from your admissions file); and

  • Any other information relevant to the nomination.

Selection Process and Results

Nominees will be ranked by the SGS Awards Committee using academic merit as the defining criterion for the selection of the OTS recipients

  • Recognizing the importance of timeliness in the recruitment process, Graduate Units will be informed of the results shortly after the committee meeting on March 27, 2013;

  • SGS will prepare and provide the Graduate Unit with the award offer letter addressed to the successful candidate, signed by the Dean of Graduate Studies, Vice‐Provost, Graduate Education, as well as the terms and conditions of the scholarship;

  • To accept the scholarship, successful candidates must provide written acceptance of both the Units’ offer of admission and the OTS to the Graduate Unit within two weeks of the date of the award offer letter;

  • The Graduate Unit must notify SGS of both accepted and declined award offers; and

  • Scholarships are awarded to meritorious candidates as ranked by the SGS committee, if an award is declined by a successful candidate, SGS will offer the award to the next highest ranked candidate on the reversion list until all scholarships have been awarded (i.e., graduate units may not re-allocate a declined offer within their own department).

Terms and Conditions

  • To maintain the award, students are required to be in full-time attendance at the University of Toronto, maintain an A- average, and be making satisfactory progress toward the completion of their degree as determined by their department;

  • Repayment of the award is required if a student is in full-time attendance fewer than 14

  • weeks in any session; and

  • OTS recipients transitioning to permanent residency will continue to be eligible for the balance of their renewable OTS scholarship for a total of four years. Transitioning does not infringe upon OTS funding for recipients.

Contact

For questions regarding this competition or the nomination process, please contact Fong Di Caterina at fong.dicaterina@sgs.utoronto.ca.

Ontario Trillium Scholarship (OTS) Nomination Form (4-Feb-13)

SGS Research Travel Grant (29-Jan-13)

CAGS-UMI John Leyerle-CIFAR Submission Sheet (22-Jan-13)

CAGS/PROQUEST-UMI Distinguished Dissertation Awards (22-Jan-13)

John Leyerle-CIFAR Prize for Interdisciplinary Research (22-Jan-13)

To: Graduate Coordinators; Graduate Administrators

From: Arianna Capotorto, Financial Counsellor, Graduate Awards Office

CC: Heather Kelly; Director, Student Services; Luc De Nil, Vice-Dean, Students

Deadline

Graduate unit nomination deadline to SGS: Friday, February 22, 2013

Purpose

The CAGS/PROQUEST-UMI and Leyerle-CIFAR awards are to recognize Canadian doctoral dissertations that make unusually significant and original contributions to their academic field.

CAGS/PROQUEST-UMI Distinguished Dissertation Award

CAGS/PROQUEST-UMI Distinguished Dissertation Awards recognize doctoral students whose dissertations make an original contribution to their academic field. Two awards are offered each year: one in engineering, medical sciences and natural sciences; and one in fine arts, humanities and social sciences. The University of Toronto is honoured to have many recipients of this prestigious award for which there is a strong national competition. Past recipients include:

  • Linda Marie Arsenault (Musicology)
    Coby Dowdell (English)
    Ilijas Farah (Mathematics)
    Andrew Gillett (Medieval Studies)
    Ian J. MacRae (Comparative Literature)
    Zhihong Nie (Chemistry)
    Thomas Waddell (Medical Science)

John Leyerle-CIFAR Prize for Interdisciplinary Research

John Leyerle, the Dean of the School of Graduate Studies in the late 1970s, played an instrumental role in founding the Canadian Institute for Advanced Research (CIFAR) in 1978. The John Leyerle-CIFAR Prize for Interdisciplinary Research was established by the University of Toronto to honour an excellent student who is clearly performing outstanding interdisciplinary research.

Value

CAGS/ PROQUEST-UMI Distinguished Dissertation Awards include a $1,500 prize, a Citation Certificate, and travel expenses of up to $1,500 to attend the 2013 CAGS Annual Conference (Montréal, Québec) where the award will be presented.

John Leyerle-CIFAR Prize for Interdisciplinary Research has a value of $1,000 and a Citation Certificate.

Eligibility Conditions

All candidates must have completed and had their dissertation accepted by SGS between January 1, 2012 and December 31, 2012.

Application Process

Applicants must submit one electronic copy of their entire application (in the order below) to their Graduate Unit, by the unit’s established deadline. Applicants from doctoral collaborative programs should submit the application to their home graduate unit.

The application will include the following documents:

  1. A letter from the applicant’s supervisor or program director describing the reasons for the nomination, and why the dissertation constitutes a significant piece of original work

  2. A copy of the external examiner's pre-defence report, signed and dated by the examiner (or authenticated by SGS)

  3. An abstract of the dissertation, in non-technical language, not exceeding 350 words, written and signed by the applicant

  4. Curriculum vitae (no page restrictions), including information concerning the application. Updates to curriculum vitae will not be accepted after submission.

Note: Letters of support from the Dean of Graduate Studies will be provided to the applications of those selected to go forth to the final CAGS competition.

Instructions to Graduate Units

Nomination Process

Each Graduate Unit may nominate one candidate to be considered for both the CAGS/UMI and Leyerle-CIFAR awards or nominate two separate candidates; one for the CAGS/UMI (regardless of discipline area) and one for the Leyerle-CIFAR.

Submission Instructions

Each nomination package must be submitted electronically as a single PDF, assembled in the above listed order via the SGSdrive by Friday, February 22, 2013. 

Please complete and submit the attached 2013 SGS CAGS-UMI & Leyerle Graduate Unit Submission Sheet to your unit’s folder. Kindly email arianna.capotorto@utoronto.ca to pick up the files once they have been deposited to the SGSdrive.

Questions

Graduate units may contact arianna.capotorto@utoronto.ca with any questions regarding this award.

 

Weston Travel Award Announcement (17-Jan-13)

To: Divisions I, II, III & IV ‐ Graduate Coordinators, Graduate Administrators

From: Katie Lindeman, Award Officer, Federal

Thank you in advance for forwarding this announcement to any of your eligible students.

Student Application Deadline to Graduate Unit: Friday, February 15, 2013

Purpose

The W. Garfield Weston Doctoral Fellowship Program will provide 16 Canadian graduate students from the University of Toronto—across the humanities and the social, physical and life sciences—a travel award of $50,000 to further their research and broaden their skills and networks in a global setting.

The W. Garfield Weston Doctoral Fellowship Program aims to attract, support and develop globally oriented thinkers, who will be making important contributions to their field, their communities and the world. The benefits of this fellowship will be significant—providing opportunities to the finest students in the country for international exposure, building global networks, and fostering important and original research regardless of where it takes them.

Eligibility

Eligible candidates will:

  • Be registered as a full‐time doctoral student (from any division)

  • Commence their research abroad in the 2013-14 academic year

  • Be registered in their 3rd or 4th year of study at the time of their travel abroad

  • Travel for a duration of 8 to 12 months

  • Be a Canadian citizen

  • Conduct research outside of Canada

Students will be selected based on their distinguished record of academic achievement, on their promise as top‐tier researchers and future leaders of their respective fields, and on their ability to represent and advance Canada’s international reputation for academic excellence and collaboration.

The selection process will also take into account the candidates’ leadership potential both within academic and broader community contexts, to ensure that recipients are prepared to take full advantage of their international experience. Preference will be given for students seeking international experience outside of North America.

Application Procedure

All applicants must complete the official application form attached with this announcement, or available at www.utoronto.ca/westonfellows.

Application package for scholarships:

  • Completed and signed application form

  • CV

  • Transcripts from all attended universities (certified photocopies permitted)

  • Letter of support from supervisor

  • Letter of support from receiving/hosting institution abroad if relevant to proposed area of study (ex.: field work may be handled in a different manner)

Where to Apply

Students apply through their graduate unit. In order to avoid the loss or misplacement of documents, applicants must assemble the entire application package and submit it themselves in hardcopy to the graduate unit no later than Friday, February 15, 2013.

Important Notes

  • It is the responsibility of each applicant to ensure that the complete and accurate application package is submitted by the deadline.

  • Incomplete applications will not be entered in to the competition and applicants will not be notified of any missing documentation.

Results

All applicants will be notified of the results of the competition in April 2013.

Instructions for Graduate Unit

Please review all applications to ensure completeness and eligibility before submitting them to SGS. Your assistance is greatly appreciated.

Please enter all applicant information into the attached Excel spreadsheet and provide a complete nomination package for each candidate including all of the documents listed above. Each nominee’s application package should be scanned as a single PDF and placed, along with the spreadsheet, in your unit’s folder on the SGS by Wednesday, February 20, 2013.

Regarding transcripts: certified copies from the student’s file are acceptable at the unit’s discretion.

Additional Information

For more information, please visit www.utoronto.ca/westonfellows or email weston.fellows@sgs.utoronto.ca.

Katie Lindeman, Awards Officer (Federal)
katie.lindeman@sgs.utoronto.ca

Weston Departmental Submission Sheet (17-Jan-13)

Connaught International Scholarships for Doctoral Students (15-Jan-13)

To: Graduate Deans; Chairs/Directors; Graduate Coordinators; Graduate Administrators

From: Tara Lock, Awards Officer (Internal), Graduate Awards Office

CC: Heather Kelly, Director, Student Services; Luc De Nil, Vice-Dean, Students

This announcement is for internal purposes only and should not be posted on websites external to the University.

Graduate unit deadline: Wednesday, February 13, 2013 to the Graduate Awards Office

Purpose

The Connaught International Scholarships for Doctoral Students provides financial support to outstanding international doctoral students and assists graduate units in recruiting and supporting top international graduate students.

Nominations

Approximately 20 Connaught International Scholarships for Doctoral Students will be awarded for the 2013-2014 academic year. Each graduate unit is invited to submit up to two nominations.

Value and Duration

The effective value of the Connaught Scholarship is $35,000 total (including tuition and incidental fees), and the scholarship is renewable in the same form throughout for the duration of the funding package.

  • The graduate unit will cover the cost of tuition at the domestic student rate as well as the normal minimum funding in the graduate unit of $15,000 or higher (using a combination of Research and Teaching Assistantships, UofT Fellowships, etc.).

  • Under the Connaught Scholarship Program, the Graduate Awards Office exempts the student from international-tuition-fees (bringing the tuition fee down to the domestic rate)

  • The Connaught Program will provide “top-up” funding to bring the total funding amount to $35,000.00 from the normal minimum in the graduate unit.

  • Scholarships will continue in the same form throughout the normal period in the funded cohort (i.e., 4 or 5 years, according to individual units).

Eligibility

  • Nominees must be new international applicants who have or will be offered admission to full-time doctoral or doctoral-stream programs within the funded cohort.

  • Nominees must begin their program in the 2013-2014 academic year (no later than Fall 2013).

  • Nominees must not have been previously registered at U of T.

Application Process

Please enter all nominee information into the attached Connaught Nomination Spreadsheet and provide a complete nomination package for each candidate which includes the documents listed below.

Each nomination package should be scanned and saved as a single PDF file into your unit’s “SGSDrive” folder. Nomination packages should include:

  • A brief cover letter (one paragraph) from the nominating Graduate Unit highlighting the strengths of the nominee

  • Copies (both sides) of all academic transcripts (originals not required)

  • Two letters of reference (letters may be used from the candidates admission file)

  • Nominee’s CV (no page restriction)

  • Other relevant documents (optional)

Selection Process and Results

  • Nominees will be ranked by the SGS Awards Committee.

  • Recognizing the importance of timeliness in the recruitment process, Graduate Units will be informed of the results shortly after the committee meeting on March 6, 2013. SGS will prepare and provide the Graduate Unit with the award offer letter addressed to the successful candidate, signed by the Dean of Graduate Studies, Vice-Provost, Graduate Education, as well as the terms and conditions of the scholarship.

  • To accept the scholarship, successful candidates must provide written acceptance of both the Units’ offer of admission and the Connaught Scholarship to the Graduate Unit within two weeks of the award offer letter.

  • The Graduate Unit must notify SGS of both accepted and declined award offers. Scholarships are awarded to meritorious candidates as ranked by the SGS committee, If an award is declined by a successful candidate, SGS will offer the award to the next highest ranked candidate on the Connaught reversion list until all scholarships have been awarded (i.e. Graduate Units may not reallocate a declined offer within their own department).

Terms and Conditions

  • Deferral of admission by student will result in loss of the award offer.

  • To maintain the award, students are required to be in full-time attendance at the University of Toronto. Repayment of the award is required if a student is in full-time attendance fewer than 14 weeks in any session.

  • Students must maintain an A- average, and be making satisfactory progress toward the completion of their degree as determined by their graduate unit.

For Further Information

Please direct all questions regarding the Connaught International Scholarships competition or nomination process to Tara Lock at tara.lock@utoronto.ca or 416-978-2386.

Connaught Nomination Spreadsheet (15-Jan-13)

CIHR CGS Michael Smith Foreign Study Supplements Announcement (21-Dec-12)

To: Divisions I, II, III & IV ‐ Graduate Coordinators, Graduate Administrators

From: Katie Lindeman, Award Officer, Federal

CIHR has extended the deadline for the additional call for submissions for the CIHR CGS Michael Smith Foreign Study Supplements.

Additional applications must be received at the Graduate Awards Office by: Friday, January 25, 2013.

Applicants are reminded of the competition details below.

Purpose

The Canada Graduate Scholarships – Michael Smith Foreign Study Supplements (CGS‐MSFSS) Program supports high-calibre Canadian graduate students in building global linkages and international networks through the pursuit of exceptional research experiences at research institutions abroad. By accessing international scientific research and training, CGS‐MSFSS recipients will contribute to strengthening the potential for collaboration between Canadian universities and affiliated research institutions and universities, or other research institutions outside of Canada.

Eligibility

To be eligible to apply for this funding opportunity, you must:

be a Canadian citizen or permanent resident of Canada by the application deadline;

be registered at an eligible Canadian institution at the time of application;

undertake your proposed trip abroad no earlier than the competition deadline date, and no later than the last day of your CGS award tenure;

research study period abroad must be for a minimum of three months to a maximum of six months.

not hold or have held any other CGS‐MSFSS during the course of your graduate studies; and

have accepted or hold one of the following awards:

  • a master’s- or doctoral-level Frederick Banting and Charles Best CGS (CIHR);
  • a CIHR Vanier CGS.


To remain eligible for this award you must:

  • hold an active CGS award at the time your research study period abroad starts;

  • be registered full time in a graduate research studies program at a Canadian institution for the duration of your research study period abroad;

  • take up the award within one year of receiving the notice of award for the CGS‐MSFSS; and

  • return to complete your degree in Canada.

Value and Duration

The value of the CGS‐MSFSS is up to $6,000, based on the information and budget justification provided in the application. Supplements are non-renewable.

Application Procedure:

Applicants must submit their completed application in hard copy to the Graduate Awards
Office. Incomplete applications will not be considered.

Each application package must contain the following items:

1. Application Form:
Your submitted application must bear your original ink signature on the front page. Applications received by email or fax are not accepted. Please obtain your MSFSS application from the CIHR website.

2. Intended Research Plan:
A maximum 2‐Page description (this includes all references and citations) of your intended research activities during your research study period abroad (including objectives, methodology, timelines and expected outcomes), an indication of how this relates to your main graduate research topic, and a description of the potential benefits that you will derive from working at, or attending, the host institution in relation to your current research objectives.

3. Two Letters of Support:
Letters must be submitted in signed and sealed envelopes, or emailed or faxed directly from the supervisor to the Graduate Awards Office. Letters may only be a maximum of one page in length, and must be submitted on official letterhead. Any translations must be performed by a certified translator.

a) one letter from your current U of T supervisor. Your supervisor must include a justification or explanation as to why this research travel is required to complete your thesis or dissertation; and
b) one letter from the host supervisor. This letter must come directly from the host supervisor; a letter of admissions as a visiting scholar is not sufficient.   

Additionally, this letter must detail any resources they will be able to provide you with; e.g., supervising time, equipment, access to labs, libraries, etc. and any additional financial support.

4. Consent Form:
All applicants are required to submit a signed copy of the Consent to Disclose Personal Information form. Please find the document at the following site: http://www.cihr-irsc.gc.ca/e/797.html

Where to Apply

Students apply directly to the School of Graduate Studies. In order to avoid the loss or misplacement of documents, applicants must assemble the entire application package and submit it themselves in hardcopy to the Graduate Awards Office no later than 4pm on Friday, January 25, 2013.

Important Notes

  • It is the responsibility of each applicant to ensure that the complete and accurate application package is submitted by the GAO deadline.

  • Incomplete applications will not be entered in to the competition and applicants will not be notified of any missing documentation. Applications and/or documentation that is sent directly to the Board administering these scholarships will not be considered in the competition.

Results

SGS will notify all applicants of the results of the University competition by early February.

Questions?

For more information, contact CIHR for more information:
CIHR CGS‐MSFSS Research Capacity Development CIHR
160 Elgin Street Ottawa, ON, K1A 0W9
Tel.: 613‐954‐1968
Email: CGSMSFSS@cihr-irsc.gc.ca

Katie Lindeman
Awards Officer (Federal)
School of Graduate Studies, University of Toronto
63 St. George Street, Room 202
Toronto, ON M5S 2Z9
P: 416‐978‐8260 F: 416‐971‐2864
katie.lindeman@sgs.utoronto.ca

Ontario Graduate Scholarship (OGS) – Visa Student Awards (21-Dec-12)

To: Graduate Chairs, Directors, Coordinators and Administrators (All Divisions)

From: Fong Di Caterina, Awards Officer (Provincial), Graduate Awards Office

CC: Heather Kelly, Director, Student Services; Luc De Nil, Vice‐Dean, Students

This announcement is for internal purposes only and should not be posted on websites external to the University.

Graduate unit nomination deadline to SGS: Friday, March 22, 2013.

Purpose

The Ontario Graduate Scholarship (OGS) program for visa students encourages excellence in graduate studies at the master’s and doctoral levels. The OGS is a merit‐based scholarship available to visa students in all disciplines of academic study.

Quota

For the 2013‐2014 academic year, 21 Ontario Graduate Scholarships for visa students have been provided by the Ministry of Training, Colleges and Universities (MTCU) to be awarded at the University of Toronto. Due to the limited number of OGS awards available to visa students, each graduate unit will receive a quota of between 1‐3 applications based on their population of visa students. Quota information will be communicated to units in January.

Value and Duration

The value of the OGS is $5,000 per term. Thus, awardees may be offered $10,000 for two consecutive terms or $15,000 for three consecutive terms. In all instances, the awarding graduate unit will contribute one third the cost of the total award received by the students. Each OGS visa award is tenable for one year.

Eligibility to Apply

Applicants must:

  • Be a visa student (i.e., currently holding a valid Study Permit) at the time of the OGS application deadline date (March 22, 2013)

  • Be registered or intend to register in an eligible program on a full time basis in 2013‐2014.

An eligible program is defined as a full‐time program of study of two or three terms at the University of Toronto leading to a graduate degree. A full time student is one who is in at least 60% of a full course load (40% for students with a permanent disability) or as defined by their institution.

  • Have not exceeded the lifetime maximum of government‐funded support or maximum OGS support available for their current level of study (see website under maximum support).

  • Have (at minimum) an overall average of at least A‐ (or equivalent), on the last 20 one‐term/semester completed courses (or equivalent: e.g. 10 full courses) or if the student has competed two years of graduate studies at the time of application, the student must only demonstrate an overall average of at least A‐ (or equivalent), on all graduate courses completed.

Note: If marks used for calculating an applicant's grade point average (GPA) are not available (for example, courses were graded on a pass-fail basis), then the next most recent available undergraduate or graduate marks will be used to determine eligibility.

Eligibility to Hold an OGS Award

Recipients:

  • must register and remain enrolled as a full‐time student at U of T in an eligible program at the graduate unit from which the OGS was awarded.

  • who withdraw, transfer to part‐time status, complete degree requirements prior to the end of their award, or fail to complete the full term, will be required to repay any funds received for the incomplete term.

  • cannot hold an OGS and another government-funded award concurrently (see website under maximum support).

Application Procedure

The University of Toronto is now responsible for the administration of all OGS awards offered and held at University. Both registered and prospective U of T students may apply using the centralized OGS online application available via the School of Graduate Studies website. Students and prospective students holding a
valid student visa will apply using the same application process as domestic students, with the internal deadline to be set by their current or proposed graduate unit. Graduate Units will have the ability to view completed student applications electronically on the SGS OGS online application website.

Graduate units will receive, select and forward a limited number of applications (as provided in their quota) to the School of Graduate Studies by the SGS deadline to compete in a centralized adjudication. Only applications submitted by the graduate unit’s internal deadline and forwarded to SGS by the graduate unit will be considered.

Submission of Nominations (by graduate units)

Submission information will be included with the quota email in January.

Results

  • SGS will notify the graduate unit of their results in early May.

  • If a successful candidate does not accept the scholarship, SGS will offer the OGS to the next individual on the SGS reversion list.

For any questions regarding this competition or the nomination process, please contact Fong Di Caterina at ogs@sgs.utoronto.ca.

 

Mackenzie King Scholarships (27-Nov-12)

To: Divisions I, II, III, and IV ‐ Graduate Coordinators, Graduate Administrators

From: Katie Lindeman, Award Officer, Federal

Thank you in advance for forwarding this announcement to any of your eligible student.

Student Application Deadline to SGS: Friday, February 1, 2013

Purpose

There are 2 types of Mackenzie King Scholarships: the “Open” Scholarship and the “Travelling” Scholarship. Both were established to support graduates of Canadian universities who are pursuing graduate studies.

Mackenzie King “Open” Scholarship

Open to graduates of Canadian universities who pursue graduate study in any discipline, in Canada or elsewhere. One Open Scholarship is awarded each year. The value has recently been approximately $9000 but it is subject to change.

Mackenzie King “Travelling” Scholarship

Open to graduates of Canadian universities who pursue graduate study in the United States or the United Kingdom in the areas of international relations or industrial relations. Recently four scholarships of $11,000 each have been awarded annually, but the number and the amount are subject to change.

Eligibility (complete program details are available on the website)

Selection criteria is based on high academic achievement (typically an A average), personal qualities, and demonstrated aptitudes. Consideration will also be given to the applicant’s proposed program of study.

Application Procedure

All applicants must complete the official application form attached with this announcement, or available at: www.mkingscholarships.ca/download.html

Application package for both scholarships:

  • Completed and signed application form

  • Sheet A – information on academic achievements and experience

  • Sheet B ‐ Personal statement

  • Certified copies of transcripts from all universities attended (ROSI transcripts are not acceptable). Certified photocopies International transcripts may be made at the Graduate Unit and submitted with the application.

  • 3 letters of reference total:

    • Two letters from:
      person under whom the applicant has taken major work at university and is able to give a critical evaluation of the applicant’s plans for graduate study
      senior colleague with whom the applicant has been associated in academic teaching/research and is able to give a critical evaluation of the applicant’s plans for graduate study

    • And one letter from:
      a person who can ascribe to the same descriptions above or at least has intimate knowledge of the applicant’s record and ability and is able to give a critical evaluation of the applicant’s plans for graduate study
      Each reference letter must clearly state the name and contact information of the referee and must also be signed by the referee; the referee must also seal the letter and sign across the seal

Where to Apply

Students apply directly to the School of Graduate Studies. In order to avoid the loss or misplacement of documents, applicants must assemble the entire application package and submit it themselves in hardcopy to the Graduate Awards Office no later than 4pm on Friday, February 1st, 2013.

Important Notes

Incomplete applications will not be entered in to the competition and applicants will not be notified of any missing documentation. Applications and/or documentation that is sent directly to the Board administering these scholarships will not be considered in the competition.

Results

All applicants will be notified in March as to whether or not their application will be forwarded on to the national competition (U of T may nominate 2 individuals for the “Open” Scholarship and 2 individuals for the “Travelling” Scholarship).

Decisions regarding the national competition are usually announced by the end of May.

Questions?

For more information, please visit www.mkingscholarships.ca or email: katie.lindeman@sgs.utoronto.ca.

 

SSHRC Doctoral Application Review (13-Nov-12)

To: Graduate Administrators (SSHRC eligible units)

From: Laura Stathopoulos, Sr. Awards Officer,

Please disregard if this email does not pertain to your students.

Please be reminded of the upcoming SSHRC Doctoral application deadline due to SGS on November 19th by 4pm (the SSHRC Masters applications are due to SGS on December 7th).

Please find below reminders regarding your departmental review and submission of the SSHRC doctoral applications:

SSHRC Consent Form
New this year to the SSHRC application is the Completed Consent to Disclosure of Personal Information form. Please ensure your all quota applications have this form attached to their application; signed in ink by the student.

Departmental Quota
The units’ quota (issued to units by email) represents the total number of applications a graduate unit may put forth for the SSHRC Doctoral competition, regardless of the student’s current program or year of study. Therefore it is possible that a unit could have a quota of 4 and put forth two doctoral students, one master’s student and one undergraduate student (applying for direct entry). Units that did not directly receive an individual departmental quota may submit up to 4.

The instructions for ranking these applications is detailed on the Doctoral department appraisal form, and requires that units rank master's students and doctoral students separately against all other applications received by the unit at the same level. Be sure to include any bachelor's‐level applicants with the master's‐level applicants – see instructions

Instructions for Preparing SSHRC Doctoral Award Applications:

A list of “What’s in an application” can be found on the SSHRC website and describes 10 items that make up a completed Doctoral application.
Applications within your quota should include the following documents: (for all others, please submit
only pages 1‐3 of the application)
  1. Completed online Doctoral Award application form
  2. Program of Study (maximum 2 pages)
  3. Bibliography and Citations (maximum 5 pages)
  4. Research Contributions (if applicable, maximum 1 page)
  5. Allowable Inclusions (if applicable, maximum 1/2 page)
  6. Official Letter to Confirm Part-Time Study and/or Leave of Absence (if applicable, maximum 1 page) provided by graduate unit
  7. All undergraduate and graduate level transcripts (must include current UofT transcript even if no grades are listed)
  8. Letters of Appraisal (2 letters)
  9. Departmental Appraisal (completed and signed in ink)
  10. Completed Consent to Disclosure of Personal Information form (completed and signed in ink)

Please review the Doctoral application paying close attention to the following:
  • Top of application says “Doctoral Award”
  • Please ensure the words “PLEASE VERIFY” or “DRAFT" do not appear as a watermark on the application (this means the Applicant has not yet successfully verified the data and some fields need to completed or corrected)
  • Subject eligibility of proposed research (their research proposal falls within SSHRC’s mandate)
  • There is no minimum academic requirement for the Doctoral award
  • Eligibility of applicant (see SSHRC website for details)
  • Current date UofT transcript provided, even if there are no grades available as this time ( this is required to confirm the student’s registration in the Fall session)
  • Masters/UG ranked together and Doctoral ranked separately (see instructions on Dept. Appraisal form)
  • Completeness as per checklist‐ incomplete applications cannot be considered by the SGS Awards Committee.
  • Copied, scanned or faxed documents are not permitted by SSHRC. If the original document (reference, transcript or letter of appraisal is not yet available) a copy may be provided for the SGS internal review. If however the application is selected to go forward to SSHRC, the original document must be provided to the GAO (by December 10th). SSHRC will make exceptions in cases where the original foreign transcript cannot be obtained from the institution; provided the photocopy has been stamped and verified as a “true copy” by the graduate unit.

File Preparation and Submission:
  • use any format you wish to create your cover sheet (or use attached sample)
  • indicate on the cover sheet, the rank for your quota candidates only (as it appears on their appraisal form)
  • we do not require the quota candidates be ranked again amongst the other quota applicants
  • those not included in the quota (B‐list) do not need to be ranked
  • for all candidates included in your quota, provide the complete original application package
  • ( maintain a complete copy for your files)
  • for those applications not included in your quota please provide the Application Profile and
  • Identification Sheet only (i.e. pages 1, 2 & 3)
  • please deliver your applications to the SGS Graduate Awards office by Monday, November 19 at 4 pm.

Please feel free to contact me should you require any assistance.

Laura Stathopoulos
Sr. Awards Officer, Graduate Awards Office
laura.stathopoulos@utoronto.ca
 

Tri-Agency Program Consent Form (13-Nov-12)

SSHRC Departmental Submission Sheet (13-Nov-12)

Walter C. Sumner Memorial Fellowships (13-Nov-12)

To: Divisions I, II, III, and IV - Graduate Coordinators, Graduate Administrators

From: Katie Lindeman, Award Officer, Federal

Deadline to SGS: Friday, January 18, 2013

Purpose
The Walter C. Sumner Memorial Fellowships is open to any doctoral students engaged in or commencing studies in Chemistry, Physics, Electrical Engineering or Computer Science. Please distribute the attached announcement to your eligible students.

Value and Duration
At the discretion of the Foundation, approximately 40 fellowships, valued at $6,000 will be awarded each year. Candidates must be nominated by one of the participating universities.

Eligibility
Applicants must:
  • Be engaged in or about to start (May or Sept 2013) doctoral studies in either Chemistry, Physics, or Electronics (including Electrical Engineering and Computer Science);
  • Be a Canadian citizen;
  • Be domiciled in Canada, although at the time of application a candidate may be studying outside the country;
  • Hold a degree from a Canadian university other than the one at which the doctoral studies will be conducted during the tenure of the fellowship;
  • If only a degree at the Bachelor’s level is held, the applicant must have at least two years experience in either teaching or industry in the chosen field of study; and
  • If awarded a Canada Graduate Scholarship (NSERC, CIHR or SSHRC), a participant must inform the Walter C. Sumner Foundation.

How to Apply
All applicants must complete the official application form.
  • Application Part I – to be completed by the applicant
  • Application Part II – to be completed by two referees *please read application instructions for details on who these referees should be
  • Application Part III A – to be completed by the applicant’s Graduate Chair
  • Application Part III B – will be completed by SGS once application is received from the graduate unit

 
Where to Apply
Students applying for this award are required to submit their completed application and all supporting documentation to their graduate unit by the unit’s deadline.

Instructions to Graduate Units
There is no Departmental quota.

Please use the attached Sumner Ranking Sheet to list and rank those applications which have been selected for inclusion in your quota.

The Sumner Ranking Sheet and hard copies of the applications should be received by the Graduate Awards Office on or before Friday, January 18, 2013.

Should you have any questions regarding this award, please don’t hesitate to contact me directly.

Best regards,

Katie Lindeman, Awards Officer (Federal)
katie.lindeman@sgs.utoronto.ca

Ontario Graduate Scholarship (OGS) Application Update (14-Nov-12)

 
To: Graduate Coordinators; Graduate Administrators

From: Kerri Huffman, Associate Director, Student Services: Graduate Awards and Financial Aid

CC: Heather Kelly; Director, Student Services, Luc De Nil, Vice‐Dean, Students

The School of Graduate Studies has launched the on‐line application form for the OGS application for the 2013‐14 academic year.

The online application form is now available. The University of Toronto OGS application will require that students provide the same supporting materials as has been included in previous OGS applications:
  • Two Academic Assessment reports (referees will be required to submit online)
  • Plan of study (approx. 500 words)
  • Transcripts from all post‐secondary institutions (unofficial or student issued copies are permitted)
  • List of previous awards/publications/conferences/research experience
Important note for students: This application will only be assessed at the University of Toronto. Students must submit an OGS application to each institution for which they are seeking admission. OGS awards are no longer transferrable by a student from one university to another.
 

Polanyi Application Form - French (14-Nov-12)

Delta Kappa Gamma Announcement (01-Nov-12)

 

To: Graduate Coordinators; Graduate Administrators

From: Patrice Lee, Administrative Assistant, Graduate Awards Office

CC: Heather Kelly; Director, Student Services; Luc De Nil, Vice‐Dean, Students

Please forward this award announcement to your female international masters and doctoral students

Deadline:
Application and all supplementary materials (transcripts, TOEFL, reference letters) are due on: December 3, 2012 by 4pm directly to the Graduate Awards Office, School of Graduate Studies. 63 St. George Street, Room 202.

Purpose:
The Delta Kappa Gamma Society International is a professional honorary society of 100,000 key women educators in 17 countries that promotes the professional and personal growth of women educators and excellence in education. The World Fellowship Fund was established to provide opportunities for women from foreign countries to pursue graduate studies in Canada and the United States.

Value:
$4,000 (US)

Eligibility:
Open to International female graduate students. The applicant may not be a citizen of Canada or the USA, and must not be completing their degree in 2013.

How to apply: The DKG application form and checklist are available on the Graduate Awards website.

Please note:
To avoid loss or misplacement of documents in the mail or otherwise, we advise all applicants to collect and assemble all required application materials including reference letters and transcripts (all must be submitted in signed sealed envelopes) and deliver their complete package to the Graduate Awards Office on or before Dec 5, 2011 at 4:00 pm.

Questions:
For more information, email: graduate.awards@utoronto.ca

Adel S. Sedra Distinguished Graduate Award (01-Nov-12)

 

To: Graduate Coordinators; Graduate Administrators

From: Patrice Lee, Administrative Assistant, Graduate Awards Office

CC: Heather Kelly; Director, Student Services; Luc De Nil, Vice‐Dean, Students

Please post or circulate as appropriate. For further information, visit the University of Toronto Alumni website or email graduate.awards@utoronto.ca.

Deadline:
Friday, December 7, 2012 by 4pm directly to the Graduate Awards Office, School of Graduate Studies, 63 St. George Street, Room 202.

Purpose
In honour of the significant contribution made by Professor Adel S. Sedra, former Vice President and Provost, to the University of Toronto, the University of Toronto Alumni Association (UTAA) has established this award to recognize a graduate student who demonstrates outstanding academic achievement and extracurricular leadership.

Value
One fellowship of up to $25,000 is awarded to an outstanding graduate student. Candidates who are interviewed as Sedra finalists, but not selected as the Sedra scholar, may receive a $1,000 honorarium in recognition of their achievement.

Eligibility and Selection Criteria

Award applicants must be registered and in good standing in their second or third year of a doctoral programme. (see website for complete eligibility requirements)

The successful candidate:

  • Will have an outstanding academic record and will be making exceptional progress in his/her graduate research program, as demonstrated by academic records, letters of recommendation and other measures of scholarship
  • Should be involved in work that reflects a concerted effort to understand and respond to the changing intellectual landscape in his/her field of study
  • Should have demonstrated a commitment to enhancing the student experience of his/her peers through extracurricular leadership within the University and involvement in the life of the University. Of equal importance will be the candidate’s commitment to community outreach and involvement, as demonstrated by extracurricular activities outside of the University
 

Application Procedure
Applicants must submit their completed paper application to the Graduate Awards Office by December 7, 2012 by 4pm.

The application will include the following documents:

 
  1. Completed application form (found on the University of Toronto Alumni website)
  2. Curriculum vitae outlining academic achievements, scholarships and awards received, plus publications, work experience, and extracurricular involvement both inside and outside the University. Extracurricular experience should be clearly separated into two categories: inside and outside the University. (NOTE: only PhD achievements/contributions will be considered. Other achievements will be reviewed but will not be considered)
  3. Statement of no more than 500 words about the applicant’s future academic and career goals
  4. Official transcript(s). All graduate transcripts should be provided for both Master's and PhD level studies. An undergraduate transcript is not required except in the case of a direct entry PhD.
  5. Up to four (4) supporting letters of recommendation from the following list of people:
 
  • Thesis supervisor or supervisory committee member who can comment on the applicant’s academic progress
  • Member of the teaching staff (of the department/s in which the applicant is registered) who can comment on the student’s academic progress and/or involvement in university life
  • Up to two (2) additional letters of recommendation that attest to the student’s academic and extracurricular leadership.
 


Questions?
For more information, please visit the University of Toronto Alumni website or email: graduate.awards@utoronto.ca.

Ontario Graduate Award Update (01-Nov-12)

 

To: Graduate Coordinators; Graduate Administrators

From: Kerri Huffman, Associate Director, Student Services: Graduate Awards and Financial Aid

CC: Heather Kelly; Director, Student Services, Luc De Nil, Vice‐Dean, Students

The School of Graduate Studies is developing an online application form for the OGS application for the 2013‐14 academic year (and beyond). The on‐line application form will be housed on the SGS website and will be available to students as of noon, Monday, November 12,
2012.

The University of Toronto OGS application will require that students provide the same supporting materials as has been included in previous OGS applications:

  • Two Academic Assessment reports (referees will be required to submit on‐line)
  • Plan of study (approx. 500 words)
  • Transcripts from all post‐secondary institutions (unofficial or student issued copies are permitted)
  • List of previous awards/publications/conferences/research experience
 

Graduate Administrators will have access to the online application form as of noon, November 26, 2012 and will be able to review and download applications, run application reports and update an application’s status.

To enhance the user experience and reduce local paperwork, additional components, such as award acceptance and payment activation will be included in the online application permitting students to accept their award offer on‐line and give Graduate Administrators the ability to approve OGS award activation and payment online.

Please direct all questions regarding the OGS application process to Kerri Huffman at kerri.huffman@utoronto.ca or (416) 978‐8576. 

Banting Post-Doctoral Fellowships Nomination Process (2-Nov-12)

 
 

Polanyi Award Announcement (31-Oct-12)

 
To: Vice-Dean, Research

From: Kerri Huffman, Associate Director, Graduate Awards & Financial Aid

CC: Faculty Research Officer; Vice-Dean, Graduate; Luc De Nil, Vice-Dean Students, School of Graduate Studies; Heather Kelly, Director, Student Services

As you may already be aware, the application process for the Banting Post-Doctoral Fellowships has recently opened. Postdoctoral fellows (PDFs) are essential and valued members of the University of Toronto, particularly with regards to their contributions to research.

The tri-agencies have increasingly stressed the role of institutions in endorsing only the very best potential postdoctoral candidates for a Banting Fellowship. As such, the University of Toronto is expected to carefully select and endorse a limited number of the highest quality applicants from both Canada and abroad.

In an effort to forward a more competitive number of applications, the School of Graduate Studies is requesting that Faculty Research Offices nominate the top Banting Post-Doctoral Fellowship candidates to receive the University’s endorsement. We recognize that each Faculty is best able to assess not only the academic excellence of the post-doctoral candidate, but also the quality of research included in each proposal and how well it fits with your post-doctoral supervisors. Additionally, this will give each Faculty the opportunity to provide a more detailed letter of endorsement for each candidate.

Each Faculty will be provided with an allocation (based on post-doctoral fellow population) from the School of Graduate Studies and will be asked to provide a ranked list of all applications received for the Banting Post-Doctoral Fellowships to the Graduate Awards Office by October 15, 2012. Details regarding the application requirements and process will be included in the SGS Award Announcement and forwarded to faculties and units shortly.
 
 

Polanyi Application Form - English (31-Oct-12)

 
 

Banting Process (26-Oct-12)

To: Vice-Dean, Research

From: Kerri Huffman, Associate Director, Graduate Awards & Financial Aid

CC: Faculty Research Officer; Vice-Dean, Graduate; Luc De Nil, Vice-Dean Students, School of Graduate Studies; Heather Kelly, Director, Student Services

As you may already be aware, the application process for the Banting Post-Doctoral Fellowships has recently opened. Postdoctoral fellows (PDFs) are essential and valued members of the University of Toronto, particularly with regards to their contributions to research.

The tri-agencies have increasingly stressed the role of institutions in endorsing only the very best potential postdoctoral candidates for a Banting Fellowship. As such, the University of Toronto is expected to carefully select and endorse a limited number of the highest quality applicants from both Canada and abroad.

In an effort to forward a more competitive number of applications, the School of Graduate Studies is requesting that Faculty Research Offices nominate the top Banting Post-Doctoral Fellowship candidates to receive the University’s endorsement. We recognize that each Faculty is best able to assess not only the academic excellence of the post-doctoral candidate, but also the quality of research included in each proposal and how well it fits with your post-doctoral supervisors. Additionally, this will give each Faculty the opportunity to provide a more detailed letter of endorsement for each candidate.

Each Faculty will be provided with an allocation (based on post-doctoral fellow population) from the School of Graduate Studies and will be asked to provide a ranked list of all applications received for the Banting Post-Doctoral Fellowships to the Graduate Awards Office by October 15, 2012. Details regarding the application requirements and process will be included in the SGS Award Announcement and forwarded to faculties and units shortly.

 

Ontario Graduate Scholarship (OGS) Information for Students (19-Oct-12)

To: Graduate Administrators

From: Kerri Huffman, Associate Director, Student Services – Graduate Awards & Financial Aid

CC: Heather Kelly; Director, Student Services, Luc De Nil, Vice-Dean, Students

As you are aware, numerous changes have taken place with the Ontario Graduate Scholarship Program (OGS) for the 2013-14 academic year. For details on these changes, please refer to the memo dated Sept. 28, 2012 on OGS Terms of Reference.

In order to ensure students are apprised of these changes, the School for Graduate Studies will be issuing an email communication to all registered graduate students on October 24th regarding the OGS program.

Please see below for the content of this correspondence.

Changes to the Ontario Graduate Scholarship (OGS) Program

Beginning with the 2013-14 academic year, the University of Toronto will be responsible for the awarding of the Ontario Graduate Scholarships held at U of T.

A centralized on-line application form will be available to students via the School of Graduate Studies website by early Nov. 2012; however, graduate units will set their own individual application deadlines. Please contact your graduate unit for information on deadlines and how to apply.

Important changes to note are that under the 2013-14 OGS guidelines, students are eligible for a lifetime maximum of six (6) years of government-funded awards (including previous OGS, CIHR, NSERC, SSHRC etc.).

Please note: Students must submit an OGS application to each institution for which they are seeking admission. OGS awards are no longer transferrable from one university to another.

Please see the SGS website for further information on OGS awards.   
 

OWHS Awards Application Form (18-Oct-12)

  

Ontario Women's Health Scholar Awards (18-Oct-12)

To: Graduate Coordinators; Graduate Administrators

From: Fong Di Caterina, Awards Officer (Provincial), Graduate Awards Office

CC: Heather Kelly, Director, Student Services; Luc De Nil, Vice‐Dean, Students

Student application deadline to Graduate Units: November 30, 2012.

Graduate unit nomination deadline to SGS: December 14, 2012.

*Please ensure students submit their application to their graduate unit, not the Dean of Graduate Studies as the Ontario Ministry announcement indicates*

The Ontario Women’s Health Scholars Award is administered by the Ontario Council of Graduate Studies (OCGS) on behalf of Ontario government ministries. It is open to Master’s students, Doctoral students, and Post Doctoral Fellows. Funded by the Ontario Ministry of Health and Long-Term Care, a Scholar Awards Program in Women's Health has been established to ensure that Ontario attracts and retains pre‐eminent women's health scholars. The community of women's health scholars fostered by this Awards program will excel, according to internationally accepted standards of scientific excellence, in the creation of new knowledge about women's health and its translation into improved health for women, more effective health services and products for women, and a strengthened health care system.

Eligibility Conditions

  • All applicants must be Canadian citizens or permanent residents of Canada as of January 30, 2013.

  • All applicants must be sponsored and endorsed by the Dean of Graduate Studies at the Ontario university at which they are undertaking graduate study or postdoctoral research (the Graduate Awards Office will provide this endorsement to those applications put forth to OCGS).

  • To be eligible for a Master’s or Doctoral Award, applicants must be registered full‐time in a Master’s or Doctoral graduate program at an Ontario university at the time of taking up the award (i.e., the fall term of 2013‐14), and must remain registered full‐time throughout the term of the award. Master’s students remain eligible to the end of their sixth term of full‐time study, and doctoral students to the end of their fifteenth term of full‐time study.

  • To be eligible for a Postdoctoral Award, applicants must be engaged in full‐time research at an Ontario university at the time of taking up the award (i.e., September 1, 2013), and must have completed all requirements for the doctoral degree by the application deadline (i.e., January 30,

  • 2013) and within 36 months of the application deadline (i.e., no earlier than January 31, 2010). If a longer period of time has passed, for example for childrearing, applicants must submit a rationale for the delay in application.

  • Holders of Women's Health Scholars are precluded from holding any other major award during the term of this award.

  • Any publication of any kind, written or oral, related to the research undertaken by the successful applicants contain an acknowledgement of the Ontario Ministry of Health and Long Term Care’s role in supporting the Project as follows:

a) The following statement shall figure prominently at the beginning of the publication: “The Ontario Women’s Health Scholars Award is funded by the Ministry of Health and Long-Term Care”.

b) in any publication, the acknowledgment described in subsection (a) shall precede all similar acknowledgments of any other person who has provided equal or lesser amounts of financial assistance to the work which is the subject of the publication; and

c) any publication of any kind, written or oral, related to the research undertaken by the successful applicants indicate that the views expressed in the material are the views of the authors and do not necessarily reflect those of the Ministry of Health and Long-Term Care.

Value

For 2013-2014, up to two awards will be made at each of the Master’s and Doctoral levels, and one at the Postdoctoral level:

  • Master’s Awards—$18,000 plus $1,000 research allowance

  • Doctoral Awards—$20,0000 plus $2,000 research allowance

  • Postdoctoral Awards—$40,000 plus $5,000 research allowance

Application Notes

  • Applicants must submit an electronic copy of their entire application* to their Graduate Unit by Friday, November 30, 2012. *Please see notes regarding the letters of assessment in “Application Process” below

  • All applications for this award require the endorsement of Dean of Graduate Studies. The Graduate Awards Office will provide this endorsement to those applications put forth to OCGS.

Application Process

Each applicant must submit to their Graduate Unit an electronic copy of the following documents:

  1. The completed application form.

  2. A curriculum vitae—no page restrictions (must include information concerning the eligibility criteria).

  3. For postdoctoral applicants: A brief summary of the doctoral thesis (maximum 300 words).

  4. A statement of research to be undertaken during the period of graduate study or postdoctoral research (maximum 1,000 words). There must also be an additional non‐technical summary (maximum 500 words). These statements must be written by the candidate.

  5. For master’s and doctoral applicants: All official undergraduate and graduate transcripts are required. ROSI print‐outs will not be accepted.

  6. Confidential letters from two assessors for master’s and doctoral applicants, and four assessors for postdoctoral applicants. For postdoctoral applications, two of the assessors should preferably be from another university and must not have been associated with the candidate as either a supervisor, or a member of the candidate’s supervisory committee, or a co-author.

These appraisals should focus on an evaluation of the applicant’s research to date, and the research being undertaken during the graduate or postdoctoral period.

The applicant must ask for the appraisals to be emailed directly from the referee to the graduate administrator.   

Renewals

Current award holders should visit the website for information regarding their eligibility for renewing their award and for a renewal application.

Evaluation of Application

Applicants for master’s and doctoral awards will be assessed on their talent, the excellence of their work, the vision that they bring to their endeavours, and the impact that they foresee resulting from their work, as measured by:

  • The program of study and research and its potential contribution to the advancement of knowledge about women’s health;

  • Past academic results, demonstrated by transcripts, awards and distinctions;

  • Relevant professional and academic experience, including research training, as evidenced by papers presented at conferences and the candidate’s publication record;

  • Written letters of appraisal; and

  • Appropriateness of the choice of institution and supervising investigator.

Applicants for postdoctoral awards will be assessed on their talent, the excellence of their work, the vision that they bring to their endeavours, and the impact that they foresee resulting from their work, as measure by:

  • The program of study and research and its potential contribution to the advancement of knowledge about women’s health;

  • The degree of originality and expected contribution to the advancement of knowledge about women’s health;

  • Significance of the research for women’s health, understood to encompass scholarly or intellectual significance as well as social and cultural significance;

  • The suitability of theoretical perspectives;

  • The appropriateness and expected effectiveness of the research strategies or methodologies;

  • The suitability and expected effectiveness of plans to communicate research results both within, and, as appropriate, beyond, the academic community;

  • Where appropriate, the nature and extent of research training;

  • Written letters of appraisal; and

  • Appropriateness of the choice of institution and supervising investigator.

Nominations

The University of Toronto is permitted to put forth 2 applications per award category. Therefore, each graduate unit is permitted to nominate one candidate per each award level as follows:

  • 1 Master’s Nomination

  • 1 Doctoral Nomination

  • 1 Postdoctoral Nomination

Deadlines

  • Applicants must submit completed applications to Graduate Units by November 30, 2012

  • Graduate units must forward their nominations to the Graduate Awards Office via the SGSDrive by December 14, 2012.

Submission Instructions to Graduate Units

  • Graduate units must submit an electronic copy of each nominee’s completed application.

  • Nomination packages must be submitted in one pdf file containing all application materials: application form, CV, doctoral thesis summary (postdoctoral applicants only), statement of research, non-technical summary, transcripts (master's and doctoral applicants only), and letters of assessment.

  • The nomination documents should appear in the pdf file in the following order:

    • Application form
      CV
      Doctoral thesis summary (if applicable)
      Statement of research
      Non‐technical summary
      Transcripts (if applicable)
      Letters of assessment

Please note, ROSI print-outs will not be accepted.

Kindly email fong.dicaterina@sgs.utoronto.ca to pick up the files after they have been deposited.

Questions?

For more information, please visit the COU website or email: fong.dicaterina@sgs.utoronto.ca.

Instructions for Using the SGSDrive

On the SGS homepage, go to Administrative Support �  Restricted Access > Manuals > SGSDrive. You will find a set-up guide and you will need to download and install a program called Cyberduck onto your computer. If you do not have administrative access to your computer, please ask your local IT department to assist. Once set up, follow the path: Secure\GradUnit\Your Division Number (e.g. D3)\Your Unit Folder named based on your ROSI second org.

If you require assistance using or gaining access to the SGSDrive, please contact Yi Yang at yi.yang@sgs.utoronto.ca or 416-978‐7363.

SSHRC CGS Master's Program Changes and Reminders (11-Oct-12)

For the 2013-2014 Master’s competition, SSHRC continues to expect universities to nominate their very best students. Once the applications are sent to SSHRC, they will be reviewed and vetted by SSHRC program officers. Any contentious cases will be sent to a selection committee for evaluation. In these cases, this committee will decide whether or not the nominee should be offered an award.

Consent to the Disclosure of Personal Information (New)

As of 2012, the tri-agencies require all applicants consent to have some of their personal information disclosed in cases of serious breach of agency policy. A Consent to Disclosure of Personal Information form must be completed, signed and submitted by each applicant along with their application for funding. For more information and access to the form, please visit the website.    

Eligibility of Subject Matter at SSHRC (Update)

New guidelines regarding subject matter eligibility for health-related research came into effect in 2009. The following are considerations when preparing or assessing the eligibility of the subject matter of applications related to health:

  • Applicants whose proposed research is health-related should consult CIHR’s mandate first to explore eligibility. CIHR has policies and procedures in place to adjudicate the full range of social science and humanities research proposals related to health research. Research eligible under the mandate of CIHR will not be considered by SSHRC. This includes research that is primarily intended to improve and/or increase knowledge of health, health care and health care systems in Canada or internationally.

  • The use of social science or humanities theories, methodologies and hypotheses is, in and of itself, not sufficient to make a proposal eligible at SSHRC.

  • Applicants working in research areas where boundaries overlap are advised to state clearly in their application for funding why they believe their proposal is appropriate for support by the agency to which they are submitting their application.​

To avoid applications being declared ineligible, SSHRC requests that university liaison officers carefully screen applications for subject matter eligibility prior to submitting them to SSHRC by consulting the General Guidelines for the Eligibility of Subject Matter at SSHRC. If an application is considered to overlap the mandate of more than one agency, student liaison officers should contact staff of the Research Training Portfolio at uni.liaison@sshrc-crsh.gc.ca well in advance of the competition deadline to request an assessment of eligibility. While staff will endeavour to provide timely advice in such cases, applicants should be advised to explore funding opportunities at one of the other federal granting agencies while their proposal is reviewed for eligibility, in order to ensure that deadlines are not
missed.

Please note that SSHRC does not permit appeals on grounds of subject matter eligibility.

SSHRC’s Obligations under the Official Languages Act (Reminder)

Under the Official Languages Act, federal institutions, including SSHRC, must ensure respect for the rights of individual Canadians to receive services from federal institutions and organizations that provide services on their behalf, in the official language of their choice.

SSHRC is committed to promoting equitable access by:

  • Ensuring that its funding opportunities enable the participation of both official language communities;

  • Providing applicants with equitable access to the information and resources in the official language of their choice;

  • Monitoring and promoting the participation of Official Language Minority Institutions (OLMI), researchers and students in its programs.

As partners in the co-delivery of SSHRC’s Master’s Awards funding opportunity, universities must respect the Act in the management of their internal selection processes. Read the full text of the Official Languages Act.

Combined MA/PhD and Fast-Track Programs (Reminder)

Students who are or will be registered in a combined MA/PhD or a fast-track program (accelerated from a master’s program into a doctoral program without obtaining the master’s degree), may apply to the Joseph-Armand Bombardier CGS Master's program provided they have completed less than 12 months of graduate-level study at the time of the proposed start date of the award.

Students who are currently registered in a combined MA/PhD or a fast-track program, and have or will have completed 12 months or more of graduate-level study as of the proposed start date of the award, may only apply to the Doctoral Awards funding opportunity.

Combined Undergraduate/Graduate Programs (Reminder)

Students who are or will be registered in a combined undergraduate/graduate program, may apply to the Joseph-Armand Bombardier CGS Master’s program only for the period(s) during which they are enrolled full-time at the Master’s level.

Direct Entry to Doctoral Programs (Reminder)

Students who are or will be registered as a direct entry doctoral candidate, may only apply to the Doctoral Awards funding opportunity.

First-Class Average (Reminder)

If you submit, an application for a student who did not achieve a first-class average in each of the past two years of full-time study (or equivalent), it is very important that the Departmental Appraisal provide a clear justification for why the application is nevertheless being forwarded. This should include an explanation of why you judge this to be a meritorious application, not merely a mention of the lack of a first-class average.

For the purpose of meeting the eligibility criteria of the program, please ensure that the averages cited in the Departmental Appraisals are expressed all in the same way as a letter grade or percentage of 100.

Number of Months of Graduate Studies (Reminder)

Applicants must indicate the number of months of graduate studies they will have completed at the expected start date of the award. They must include all previous studies at the graduate level, regardless of the discipline.

In calculating the value and duration of awards, SSHRC assumes that all graduate level studies were full-time and uninterrupted. Students who have studied on a part-time basis, or have interrupted their graduate level studies with their university’s official approval, must append to their application an official letter confirming the dates of the change of registration status. These procedures apply whether or not the degree was completed and whether or not the current university recognizes the previous credits or years of study.

Program of Study (Reminder)

Applicants must clearly outline the research training component of the degree program and explain how their program of study meets one or more of the three components listed under Program Eligibility. This must now also be identified in the application profile section of the application.

Completeness, Eligibility, and Quality of Applications (Reminder)

Applications should be verified for completeness, legibility of documentation, eligibility of applicants as well as eligibility of their program. Please ensure that the research proposal falls under SSHRC’s mandate. The guidelines for subject eligibility at SSHRC can be found on the website. If in doubt, please consult Research Training Portfolio staff.

Only applications with duly completed programs of study should be forwarded to SSHRC for consideration. Incomplete or ineligible applications will not be accepted.

Evaluation Criteria

The following criteria must be used by the University Selection Committee(s) for the purpose of evaluating candidates in the selection process.

The following list shows the three weighted evaluation criteria:

1. Academic Excellence (60%)
Academic excellence—as demonstrated by academic transcripts, awards and distinctions.

2. Research Potential (30%)

Quality of analytical skills, ability to think critically, ability to apply skills and knowledge, judgment, originality, initiative and autonomy, determination and ability to complete projects within an appropriate period of time—as demonstrated in the description of program of study and by work experience, research contributions, letters of appraisal, and, if applicable, the departmental appraisal.

3. Communication Skills (10%)

As demonstrated in the description of the program of study and, if relevant, by work experience, community involvement and other extracurricular activities, as well as by letters of appraisal, the quality of presentation of the application, and, if applicable, the departmental appraisal.

Committee members must pay special attention to completeness and clarity in the applicant's proposed program of study, which is presented in essay form.

Note that applicants receive the following instructions concerning the elements to be covered in describing their program of study:

Program of Study—maximum two pages

Describe your degree program and your research proposal in non-technical terms. Write your proposal in clear, plain language and avoid jargon, since your application will be evaluated by a multidisciplinary committee.

Ensure that your text includes the following requirements:

  • identify the university and degree program which you are pursuing or intend to pursue;

  • outline clearly the research training component of the degree program and tell us how your program of study meets one or more of the three components listed under Eligibility (consult the funding opportunity on SSHRC's website);

  • if it is relevant to your research proposal, describe any work experience, community involvement or other extracurricular activity;

  • if your research proposal is in health or psychology, justify your submission of this proposal to SSHRC (rather than to NSERC or CIHR), based on the General Guidelines for the Eligibility of Subject Matter at SSHRC;

  • if your master's degree program involves a thesis, a major research paper/essay, or a major research project, provide a well-structured outline of your research proposal, specifying the research question, context, objectives, methodology and contribution to the advancement of knowledge;

  • if the output of your degree program is an artistic creation rather than a thesis, indicate clearly the research component of your proposed work. Outline the objectives of your research, the context, methodology, and contribution to the advancement of knowledge;

  • if your degree program does not involve a thesis, major research paper/essay, or a major research project, remember to outline clearly the research training component of the degree, as indicated above.​

SSHRC Department Submission Sheet (11-Oct-12)

Joseph-Armand Bombardier CGS Master's Scholarships (11-Oct-12)

To: Graduate Coordinators; Graduate Administrators

From: Laura Stathopoulos, Sr. Awards Officer, Graduate Awards Office

CC: Heather Kelly, Director, Student Services; Luc De Nil, Vice-Dean, Students

Deadline to SGS: Friday, December 7, 2012

Purpose

The Joseph-Armand Bombardier CGS Master's Scholarships funding opportunity seeks to develop research skills and assist in the training of highly qualified personnel by supporting students in the social sciences and humanities who demonstrate a high standard of achievement in undergraduate and early graduate studies. The full program description, application form and instructions are now available on the SSHRC website and in SSHRC’s Resource Centre.

SSHRC has assigned the University of Toronto an allocation of 87 nominations for the Joseph- Armand Bombardier Canada Graduate Scholarships. SSHRC continues to expect universities to nominate their very best students, using the criteria published in the program description available on SSHRC’s website.

Changes for the SSHRC 2013-14 CGSM Program:

See attached memo regarding any recent program changes and reminders from SSHRC

Value and Duration

SSHRC CGS Master's Scholarships funding opportunity offers one-time, non-renewable, 12-month awards each valued at $17,500.

Successful applicants must take up their awards in May 2013, September 2013 or January 2014. The January start date is available only to award holders who cannot begin their degree program earlier, either because of an incomplete previous degree or because their chosen degree program is not available until the later date.

Eligibility to Apply

To qualify to apply to this funding opportunity, students must:

  • be a citizen or permanent resident of Canada;

  • be applying for support to pursue their first graduate degree (i.e., master's or equivalent)

  • not have completed more than 12 months of full-time graduate study at the proposed start date of the award (May 2013) all previous studies at the graduate level, regardless of discipline, will be included in determining eligibility);

  • have achieved a first-class average, in each of the last two years of full-time study or equivalent;

  • not have already received an award for master's-level study from SSHRC, NSERC, or CIHR; and

  • not be applying for graduate funding in the 2012-13 academic year to NSERC or CIHR.

Students who have completed a bachelor's degree before January 1, 2008 (the date that they completed all degree requirements, not the graduation date) and have not been registered at a university since that date, are not eligible to apply to this funding opportunity.

Eligibility of Degree Programs

The scholarship is tenable only in degree programs that include significant research training. Research training normally involves at least one of the following three components:

  • demonstrating the ability to conduct original research by the completion of a thesis, major scholarly paper, project, publication, performance, recital or exhibit; and/or

  • completing course work in research methods and/or statistics appropriate for the discipline

  • or field of study; and/or

  • acquiring knowledge and experience sufficient to conduct, assess and interpret research and scholarship in the field.

How to Apply

Students must apply using SSHRC’s web-based application form, then print, sign and submit their completed paper application and supporting documents to a graduate unit by their internal deadline.

Students may not apply for both SSHRC Masters and SSHRC Doctoral Fellowships in the same year. Students are permitted to apply to OGS in the same year.

A copy of SSHRC’s instructions for applicants is attached for your information.

Where to Apply

  1. Applicants currently registered (Fall 2012) in a graduate or undergraduate degree program at a university, must apply through a graduate unit at their current university.

  2. Applicants not currently registered, but completed their previous degree in 2012 or were registered anytime in 2012, must apply through the university that awarded their last degree, provided that university has a SSHRC allocation.   

  3. Applicants registered concurrently at a Canadian university and a foreign university must apply through the Canadian university, if that university has a CGS allocation.

  4. All other applicants must apply directly to SSHRC by December 13, 2012.

Graduate units will accept SSHRC master's applications from both master's and undergraduate students including students who are registered in a program at your unit and those who plan to pursue a master’s degree in a program offered by the unit (or an equivalent program offered at another Canadian university). Accordingly, we ask the unit not to take into consideration, whether the applicant plans make application to U of T or not. The ranking should be solely based on the evaluation criteria provided by SSHRC (see attached).

Selection Process and Results

The SGS Awards committee will review the eligible applications using SSHRC’s criteria (see attached).

All students whose applications were received by SGS will be notified whether their application has been forwarded to SSHRC.

Graduate units will advise students whose applications were not submitted to SGS of their status.

Instructions for Graduate Units

Please verify all applications fulfill the eligibility criteria requirements noted above.

Please ensure that the averages cited in the Departmental Appraisals are expressed all in the same way; either as a letter grade (e.g. A - or higher) or as a percentage of 100.

Only original transcripts will be accepted (no ROSI printouts); certified photocopies from the student’s admission file will be accepted only if an original transcript from a foreign institution is not obtainable.

Please forward a hard copy of the eligible applications received by your unit (to a maximum of 10) by December 7th 2012 to the Graduate Award Office.

Using the attached SGS SSHRC Departmental submission sheet, please list all eligible applications received by your unit ranking only those applications which have been selected to go forward.

Please email your SSHRC Departmental submission sheet to lds@sgs.utoronto.ca by December 7, 2012.

For each applicant, please include the following documents attached by paper clip:

  • A completed online SSHRC CGSM application form (signed by student)

  • Program of study (maximum 2 pages)

  • Bibliography and citations (maximum 5 pages)

  • Research contributions (if applicable, maximum 1 page)

  • Official letter from department to confirm part-time study and/or leave of absence (if applicable, maximum 1 page)

  • All original undergraduate and graduate transcripts (including U of T transcript showing Fall 2012 registration)

  • Letters of appraisal (2 letters, received by the graduate unit in sealed envelopes)

  • Departmental appraisal (signed)

  • Completed consent to disclosure of personal information form

If you have any questions, please feel free to contact me directly. Your assistance in sharing this award announcement with your colleagues in the undergraduate office would be much appreciated.

Laura Stathopoulos
Sr. Awards Officer, Graduate Awards Office
School of Graduate Studies, University of Toronto
63 St. George Street, Rm 202
Toronto, ON M5S 2Z
lds@sgs.utoronto.ca
(416) 978-2150

 

Joseph-Armand Bombardier CGS Master's Scholarship Application (11-Oct-12)

Introduction

Applicants must complete the SSHRC Web-based J.-Armand Bombardier Canada Graduate Scholarships - Master's application form and the documents indicated under "Attachments" below. With your internet browser, you can create, edit and print the master's application form. When the Council receives your printed and signed application form, the data provided in your on-line application are then transferred to SSHRC's corporate database.

Before applying, please read the:

  1. J.-Armand Bombardier Canada Graduate Scholarships - Master's funding opportunity

  2. Regulations Governing Fellowship and Scholarship Applications, and

  3. General Guidelines for the Eligibility of Subject Matter at SSHRC

We suggest that you print and consult these instructions for reference while you are completing your on-line application. You may refer to these instructions by clicking on the "Instructions" button at any time within a screen. This button will link you directly to the instructions for the screen you are completing.

Signature

After you have verified and printed your application, proofread it carefully. Do not forget to sign and date it. By signing the application, the applicant confirms that he/she:

  • has read and understands the eligibility requirements of the funding opportunity;

  • has provided complete and accurate information in the funding application and related documents, and has represented himself/herself and his/her research and accomplishments in a manner consistent with the norms of the relevant field;

  • is not currently ineligible to apply for or receive funding from the Natural Sciences and Engineering Research Council, SSHRC, or the Canadian Institutes of Health Research or any other research or research funding organization by reason of a breach of an ethical, integrity or financial policy or requirement, and that if at any time the applicant becomes ineligible, he/she will advise his/her institution’s graduate studies office and SSHRC immediately in writing;

  • accepts the application procedures and the selection process;

  • will inform SSHRC and the institution’s graduate studies office immediately of any change in the nature of the research that may have an impact on certification or approvals;

  • will inform SSHRC and the institution’s graduate studies office immediately in writing in the event of any change in eligibility status, and hereby authorizes the institution with which he/she is affiliated to provide SSHRC with his/her personal information for the purpose of verifying eligibility to receive funds from SSHRC;

  • agrees that, if awarded funding, he/she will (a) use this funding only for the purpose for which it was awarded; (b) enter into a Funding Agreement with SSHRC; and (c) comply with all relevant SSHRC requirements as set out in its respective policies, procedures and manuals;

  • has read, understands and agrees to comply with the policies of SSHRC, including the Tri-Agency Framework: Responsible Conduct of Research, both in the submission of the application and in carrying out research funded by SSHRC;

  • has read and understands the Access to Information Act and Privacy Act as they pertain to application information (see Regulations Governing Fellowship and Scholarship Applications);

  • in instances where the applicant is or has been at any time during the past 12 months a federal public servant, has complied with and will continue to respect the Values and Ethics Code for the Public Service;

  • understands that, for applicants from Canadian universities with an allocation, graduate studies offices will, by way of SSHRC’s secure site, be informed of the competition results pertaining to their applicants.

Consent to Disclosure—Mandatory

In accordance with the Tri-Agency Framework: Responsible Conduct of Research, applicants must also complete and sign the Consent to Disclosure of Personal Information Form and include it with their application.

Application Process

Applicant Status

Where to Submit Application

You are currently registered in a degree program at, or on an approved leave of absence from...

a university with a J.-Armand Bombardier Canada Graduate Scholarship allocation

The university at which you are currently registered or from which you have taken an approved leave of absence.

a university without a J.-Armand Bombardier Canada Graduate Scholarship allocation

SSHRC (Application deadline: December 13, 2012)

a foreign university*

SSHRC (Application deadline: December 13, 2012)

You are not currently registered in a degree program at a university, but completed your previous degree...

at a university with a J.-Armand Bombardier Canada Graduate Scholarship allocation between January 1, 2012 and the present*

The university at which you completed your previous degree.

at a university with or without a J.-Armand Bombardier Canada Graduate Scholarship allocation between January 1, 2008 and December 31, 2011

SSHRC (Application deadline: December 13, 2012)

 

* Students registered simultaneously at Canadian and foreign universities must apply through the Canadian university, if that university has a J.-Armand Bombardier Canada Graduate Scholarship allocation.

Where to Submit Your Application

Those applying through a Canadian university:

  • Submit your complete application to your department head by the departmental deadline.

  • Note: Applications sent directly to SSHRC will not be accepted.

Those applying directly to SSHRC:

  • Submit your complete application to:

    • By mail:
      J.-Armand Bombardier Canada Graduate Scholarships
      Social Sciences and Humanities Research Council
      350 Albert Street
      P.O. Box 1610
      Ottawa, ON K1P 6G4

 

    • By messenger or courier:
      J.-Armand Bombardier Canada Graduate Scholarships
      Social Sciences and Humanities Research Council
      Room 1663, 350 Albert Street
      Ottawa, ON K1A 1H5
      Tel.: 613-996-3078

 

Applications may be delivered in person, by messenger or courier, or by mail. Mailed applications must be postmarked by midnight of the deadline date. SSHRC does not accept late applications, incomplete applications, applications sent by fax, or handwritten applications.

Ensure that you have followed the instructions, accurately provided all required information and have not exceeded the page limits. SSHRC cannot accept additional information after the application deadline, nor confirm the completeness of applications.

A complete application consists of:

  1. the online J.-Armand Bombardier Canada Graduate Scholarships - Master's application form, completed, printed and signed

  2. the program of study (max. 2 pages)

  3. a bibliography/citations (max. 5 pages)

  4. a research contributions page (if applicable, max. 1 page)

  5. official letter to confirm part-time study and/or leave of absence (if applicable, max. 1 page)

  6. all undergraduate level transcripts

  7. all graduate level transcripts

  8. two (2) completed Letters of Appraisal in sealed envelopes

  9. the Departmental Appraisal (only for candidates who must apply through a Canadian University)

  10. the completed, printed and signed Consent to Disclosure of Personal Information form

  11. the Application Checklist

Acknowledgement of Receipt of Applications

SSHRC will acknowledge receipt of your printed and signed application form and will assign you an application number. Please cite this number in all correspondence with us. This acknowledgement refers to only the receipt of your application, not to its completeness, or its eligibility in the program.

Identification

Only the information in the Given name, Initials and Family name boxes will be made available to selection committee members for review purposes. The information will be used by SSHRC for administrative and statistical purposes only.

Name

Names and Initials

SSHRC uses the information you provide here to address its correspondence to you.

If you use your second or third name as your given name, see the examples below for help in completing the initials box.

Example 1: A.J. Paul Moore

If you prefer to have your initials appear before your given name, you would enter:

Given Name Initials Family Name

A.J. Paul Moore

SSHRC correspondence would address you as Mr. A.J. Paul Moore.

Example 2: Joanne Francine Mélanie Trudeau (normally addressed as Mélanie)

If you usually use your second or third name as your given name and do not want your initials appearing before your given name, you would enter:

Given Name Initials Family Name

Mélanie J.F. Trudeau

SSHRC correspondence would address you as Ms. Mélanie J.F. Trudeau.

Full name used during previous contact with SSHRC

If different from above, enter the full name.

Citizenship: Applicants must be Canadian citizens or permanent residents of Canada as of the application deadline date. You must indicate your citizenship status by selecting the appropriate radio button. Permanent residents must specify the date of permanent residency. Foreign applicants are not eligible to apply to the J.-Armand Bombardier CGS - Master's Scholarships program.

Language Proficiency: Indicate your proficiencies in both official languages.

Addresses

The addresses you provide must be complete and accurate. For countries other than Canada and the United States, select the "Other" address format and enter the city/municipality, province/state and postal/zip code in the address lines.

Current Mailing Address: We will use this address for all correspondence with you, including sending the competition results. Therefore, if you change your current mailing address during the period of the competition, it is your responsibility to advise SSHRC of the change in writing.

Permanent Canadian Address: Regardless of your citizenship status (Canadian citizen or permanent resident of Canada), you must provide your permanent address in Canada, even if it is the same as your Current Mailing Address.

Contact Information: The following information will help us contact you more rapidly. Secondary information will not be released by SSHRC without your consent (e.g., home coordinates are considered to be personal information and are protected under the Privacy Act). This information will print on the Identification page and will not be seen by selection committee members.

Email Address: We can consult with you promptly and easily when you provide your email address.

Current Position

Position: Indicate your position (e.g., Student, etc.). If you are a student and also hold a position (e.g., teaching or research assistant), you must indicate "Student" as your current position and list the other position in the Work Experience screen. If an applicable position is not listed, select "Other" from the list and type the information in the box provided.

Organization and Department/Division: Select the Organization and Department/Division by using the "List..." button. The Country list will appear. Select the country, the province or state (if applicable) then the organization. If the Organization or Department/Division is not listed, select "Other" from the list and type the information in the box provided.

Academic Background

Beginning with your degree currently in progress or your most recent completed degree, list up to five degrees. For degrees currently in progress, include the expected completion date. For completed degrees, include the date all degree requirements were completed--not the date of graduation or convocation. The most recent degree will print first and all others in reverse chronological order, based on the start date.

Note: Although there is the possibility of listing up to five degrees, we recognize that most applicants will fill in one or two at most.

When required, identify the information requested using the "List..." button. If the information is not listed, select "Other" from the list and type the information in the box provided.

Degree type and degree name: Indicate your degree type by selecting it from the choices provided. If you choose "equivalent" degree, enter the degree name in the Degree name box.

Note: A qualifying or "make-up" year of study is not equivalent to a Master's degree and is not eligible for support.

Discipline: Indicate the discipline of your degree.

Start date: For all degrees listed, including any degrees currently in progress, indicate the start date of the degree program.

Expected date/awarded date: For degrees currently in progress, enter your expected date of completion. For completed degrees, indicate the date all degree requirements were completed, not the date of graduation or convocation.

Organization: Indicate the name of the organization that awarded or will award the degree.

Work Experience

List up to a maximum of five other positions you are holding or have held (include academic and only relevant non-academic work experience, as well as administrative appointments). You may include research and teaching assistantships in this category. Once the data are saved, the system will automatically sort the data in reverse chronological order, based on the start year.

When required, provide the information requested using the "List..." button. If the appropriate information is not listed, select "Other" from the list and type the information in the box provided.

Credentials

List up to six (6) scholarships, fellowships, prizes, and other academic awards you have received and think would be the most pertinent to the adjudication of your application. Specify the source for each (e.g., international, federal, provincial or territorial government department, university, private sector or community organization, etc.), year, value and duration, as applicable. Do not include teaching assistantships in this section. Note: You may not append an additional page.

Application Profile

Title of research proposal: Provide a short, descriptive title in non-technical terms for the research proposal. This may be used for publication purposes. The use of acronyms should be restricted (e.g., DNA, NATO, NAFTA, etc.). Use upper case for the first word, proper nouns and acronyms only.

Program Information

Degree Sought Through this Application: Type in the degree name (e.g., MA) and select the Organization and the Department/Division that will award the degree by clicking on the "List..." button. The list of Canadian provinces will appear, then the organization. Indicate the date you started or expect to start the program for which you seek support.

Research Training: Confirm the nature of the research requirements of the degree program (consult the Eligibility of Degree Programs section of the funding opportunity description on SSHRC's Web site). If the nature of the research requirements is not listed, select "Other" and type the information in the box provided. If you select "coursework in research methods and/or statistics", list the courses in the box provided.

Expected start date of the award: Indicate when you expect to start your award. The award can only begin in May, September and January. The January start date, however, is reserved only for applicants who cannot undertake the program of studies until January because of an incomplete previous degree or because the program of studies is not available until that time. You may not select a start date which precedes the beginning of your program.

Number of months of graduate studies: Indicate the number of months of graduate studies you will have completed at the expected start date of the award. Include all previous studies at the graduate level, regardless of discipline. This applies whether or not a given degree was completed and whether or not the current university recognizes the previous credits or years of study.

Specify:

  1. The number of months of full-time graduate studies that you will have completed at the expected start date of the award; and/or

  2. The number of months of part-time graduate studies that you will have completed at the expected start date of the award (months of part-time studies will be counted as half months).

In calculating the value and duration of awards, SSHRC assumes that all graduate level studies were full-time and uninterrupted. Students who have studied on a part-time basis, or have interrupted their graduate level studies with their university’s official approval, must append to their application an official letter from the Registrar (or assigned designate) at their university confirming the dates of the change of registration status in their master’s program.

To determine the number of months of graduate studies completed at the start date of the award, you must total the full-time months of study and one half of the part-time months of study (e.g., 6 months of full-time study + 6 months of part-time study = 6 + 3 = 9. Therefore you have completed 9 months of study).

Transcripts: Using no more than 200 characters including spaces, list all university transcripts appended to this application. You must include all undergraduate and graduate transcripts.

If you studied or are studying at a university that does not provide transcripts, you must include an official certificate of success, which outlines (1) the program in which you are (or were) registered, (2) the date of your initial registration and (3) the degree obtained or sought.

Note: SSHRC will accept official and certified copies of transcripts only. SSHRC will not accept Web-based, faxed or photocopied transcripts. SSHRC does not return documents included in applications.  

Languages: Specify the language(s) required to carry out your proposed program of study. Indicate your facility in each.

Areas of Study

The information provided in this section refers to your research/study.

Ethics: State whether your proposal will involve human beings as research subjects. If "Yes", consult the Second Edition of the Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans and submit your proposal to the Research Ethics Board of the institution where you will undertake your research. If applicable, you must also ensure that an ethics review is conducted in the host country (as per article 8.3 of the Policy). Note that you need not submit your proposal to the Research Ethics Board prior to submitting your application.

Keywords: List keywords, separated by a semicolon, that best describe your proposed research/study.

Select appropriate entries under each of the following sections using the "List..." button. Duplicate entries are not permitted.

Disciplines: Indicate and rank up to three disciplines relevant to your research proposal, #1 as the most relevant and #3 as the least relevant.

For entries 2 and 3, if an applicable discipline is not listed, you may select an entry such as "Other (relevant discipline)" (e.g., Other Psychology, Other Anthropology, Other Sociology) from the list, and type the information in the box provided. Duplicate entries are not permitted.

Example:

Entry 1 Sociology

Entry 2 Other Psychology

Entry 3 "Other"

You may only choose "Other (relevant discipline)" once. For instance, you cannot choose "Other Psychology" in Entry 2 and choose it again in Entry 3. Also, you can only choose "Other" (with an explanation) once in all of the three entries.

Areas of Research: Indicate and rank up to two areas of research related to your research/study, #1 as the most important and #2 as the least important.

Temporal Period: If applicable, indicate the historical period covered by your research/study.

Geographical Regions: If applicable, indicate and rank up to two geographical regions covered by or related to your research/study, #1 as the most important and #2 as the least important.

Countries: If applicable, indicate and rank up to five countries covered by or related to your research/study.

Referees—Letters of Appraisal

Provide information about the two (2) referees who will each complete a Letter of Appraisal. You are limited to two letters. Additional letters will not be sent to the selection committee. Referees should be faculty members who have had sufficient opportunity to assess your potential and, if applicable, the importance of your publication venues.

Names and Initials: Follow the instructions given in the earlier section under Identification.

Organization and Department/Division: Select the Organization and Department/Division using the "List..." button. If the Organization and Department/Division are not listed, select "Other" from the list and type the information in the box provided.

Attachments

General Presentation: All required material should be attached to your application printout as additional pages. Please ensure your attachments are presented according to these specifications:

  • typed or word processed, single-sided, on 8 1/2" x 11" (21.5 cm x 28 cm), white paper;

  • single-spaced, with no more than six lines of type per inch;

  • body text in a minimum 12 pt Times New Roman font;

  • all margins set at a minimum of 3/4" (1.87 cm);

  • your name appears within the set margins at the top right corner of every page; and

  • pages numbered consecutively following the last page of your application printout.

Attachments—for Completion by Applicant

Program of Study—maximum two pages: Describe your degree program and your research proposal in non-technical terms. Write your proposal in clear, plain language and avoid jargon, since your application will be evaluated by a multidisciplinary committee.

Ensure that your text includes the following requirements:

  • identify the university that you are or will be attending and the degree program which you are pursuing or intend to pursue;

  • outline clearly the research training component of the degree program and tell us how your program of study meets one or more of the three components listed under Eligibility (consult the funding opportunity on SSHRC's Web site);

  • if it is relevant to your research proposal, describe any work experience, community involvement or other extracurricular activity;

  • if your research proposal is in health or psychology, justify your submission of this proposal to SSHRC (rather than to NSERC or CIHR), based on the General Guidelines for the Eligibility of Subject Matter at SSHRC;

  • if your Master's degree program involves a thesis, a major research paper/essay, or a major research project, provide a well-structured outline of your research proposal, specifying the research question, context, objectives, methodology and contribution to the advancement of knowledge;

  • if the output of your degree program is an artistic creation rather than a thesis, indicate clearly the research component of your proposed work. Outline the objectives of your research, the context, methodology, and contribution to the advancement of knowledge; and

  • if your degree program does not involve a thesis, major research paper/essay, or a major research project, remember to outline clearly the research training component of the degree, as indicated above.

Bibliography and Citations—maximum five pages. Provide the following:

  • a bibliography for your research proposal (please do not send publications or include endnotes); and

  • bibliographic details for all citations included in your Program of Study. Ensure that they are clear and complete to allow reviewers to locate the sources easily.

Research Contributions—maximum one page. If applicable, provide details, as appropriate, on the contributions you listed, as follows:

  • In the left margin, identify refereed publications with an "R". A refereed work is assessed:

    • in its entirety - not merely an abstract or extract;

    • before publication; and

    • by appropriately independent, anonymous, qualified experts. "Independent" in this context means at arm's length from the author.

  • Specify your role in co-authored publications;

  • For published contributions, provide complete bibliographic details (including co-authors, title, publisher, journal, volume, date of publication, number of pages, etc.) as they appear in the original publication; and

  • For publications in languages other than French or English, provide a translation of the title and the name of the publication.

Group your contributions by category in the following order, listing your most recent contributions first:

  1. Refereed contributions: books (where applicable, subdivide according to those that are single authored, co-authored, and edited works), monographs, book chapters, articles in scholarly refereed journals.

  1. Other refereed contributions, such as: conference proceedings, papers presented at scholarly meetings or conferences, articles in professional or trade journals, etc.

  2. Non-refereed contributions, such as: book reviews, published reviews of your work, papers presented at scholarly meetings or conferences, research reports, policy papers, public lectures, creative works etc.

  3. Forthcoming contributions: Forthcoming contributions should be listed only if they have been formally accepted for publication. Provide the name of the journal or book publisher and the number of pages.

Notes: Applicants whose research outputs include creative or artistic works (such as novels, videos, films, visual art works, sound recordings, exhibition catalogues) may list them, starting with the most recent, in a separate category: "Literary and artistic works." This category may be followed by the categories shown above, as appropriate.

Although there is the possibility of listing research contributions, we recognize that many applicants will not yet have publications or other research contributions to list.

Transcripts: You must include all undergraduate and graduate transcripts. If you studied or are studying at a university that does not provide transcripts, you must include an official certificate of success, which outlines (1) the program in which you are (or were) registered, (2) the date of your initial registration and (3) the degree obtained or sought.

Note: SSHRC will accept official and certified copies of transcripts only. SSHRC will not accept Web-based, faxed or photocopied transcripts. SSHRC does not return documents included in applications.

Official Letter to Confirm Part-time Study and/or Leave of Absence—maximum one page: In calculating the value and duration of awards, SSHRC assumes that all graduate studies were full-time and uninterrupted. If you have studied on a part-time basis, or have interrupted your studies with your university’s official approval, you must append to your application an official letter from the Registrar (or assigned designate) at your university confirming the change of registration status.

Attachments—for Completion by Designated Persons

Letters of Appraisal—maximum 2 letters: Please note that referees should be faculty members who have had sufficient opportunity to assess your research potential and, if applicable, the importance of your publication venues. When providing the Letter of Appraisal forms to your referees, indicate in the upper right-hand corner of the form the date by which the appraisal must be returned to you. Ensure that your name, telephone number and address appear on the form. Send the following to each of your two referees:

  • a copy of your list of research contributions;

  • a copy of Letter of Appraisal;

  • a copy of your Program of Study; and

  • a letter-sized envelope with your name, address and the words Urgent — Deadline Material on the front. Be sure to specify that the person completing the form must seal the envelope, sign over the seal, and return the envelope to you, so you can forward these unopened envelopes with the rest of your application.

Departmental Appraisal: This form must be completed and signed by the Director or Head of the Department or the designate. When submitting your application to your Department, ensure that you include a blank copy of this form along with the Guidelines for Completing the Departmental Appraisal. Note: Those applying directly to SSHRC should not include this form.

Important: The Letter of Appraisal and the Departmental Appraisal are available as form-fillable PDF files on SSHRC's website. If you are using Adobe Reader (a software available free from the Internet), you can type your information directly into the appraisal form. However, you cannot save a form-fillable PDF file using Adobe Reader. 

Once you close your document, your data is lost. We recommend that you compile your information in a word processor document. Once completed, you can then copy and paste this information into the PDF appraisal form. Your data will print only when you exit the field you have just completed. Print and sign the forms. Note: You may purchase Adobe Writer which will let you save your data to a directory.

For technical questions, contact the Helpdesk:
Phone: 613-995-4273
Email: webgrant@sshrc-crsh.gc.ca

For more information about the J.-Armand Bombardier Canada Graduate Scholarship, please visit the Resource Centre. If you have additional questions, please contact:

Research Training Portfolio
Tel.: 613-943-7777
Email: fellowships@sshrc-crsh.gc.ca

 

Trudeau Foundation Doctoral Scholarships (03-Oct-12)

 

To: Graduate Coordinators; Graduate Administrators

From: Tara Lock, Awards Officer (Internal), Graduate Awards Office

CC: Heather Kelly, Director, Student Services; Luc De Nil, Vice-Dean, Students

Deadline to SGS: Friday, November 9, 2012

Purpose

The Trudeau Foundation aims to support doctoral candidates who are pursuing research of compelling present-day concern (touching upon one or more of the Foundation’s themes mentioned below). Trudeau Scholars are expected to become leading national and international figures.

Value and Duration

This scholarship is tenable for 3 years and can provide up to $180,000.00 to each Trudeau Scholar (which consists of a $40,000.00 annual stipend and up to $20,000.00 of an annual travel allowance). In their 3rd year, a Trudeau Scholar may apply for a thesis writing scholarship or a postdoctoral scholarship in order to obtain a 4th year of financing.

Eligibility

Applicants must be:

  • A Canadian citizen or landed immigrant applying to a doctoral program within the social sciences and humanities;

  • A Canadian citizen or landed immigrant registered full-time within the 1st or 2nd year of a doctoral program in the social sciences and humanities;

  • A foreign national (preference for candidates from developing countries) applying to a doctoral program within the social sciences and humanities;

  • A foreign national (preference for candidates from developing countries) registered full-time within the 1st or 2nd year of a doctoral program in the social sciences and humanities.

 

Application Form

Within the application form, applicants must illustrate: 

  1. A track record of academic achievements of the highest level

  2. Active engagement within their specific field

  3. Exceptional skills that enable the individual to engage in lively exchanges with other researchers on an area related to one or more of the following themes

  4. The intention to work within and contribute to public dialogue in an area that is related to one or more of the following themes: 

  • a. Human Rights and Dignity
  • b. Responsible Citizenship
  • c. Canada in the World
  • d. People in their Natural Environment
 

Note: Although the thematic-matter above may appear to favour certain disciplines, the Trudeau Foundation strongly encourages the nomination of individuals from the full range of disciplines within the social sciences and humanities.

Supporting Documentation 

  • One Nomination Letter from graduate unit

    • must support that applicant is an “extraordinary” candidate
      must support how his/her research area relates to one or more of the themes mentioned above 

  • Two Original Letters of Reference from academic referees concerning the applicant’s academic achievements

    • name and contact information of each referee must be clearly stated and each letter must be signed by the referee
      referees must send letters directly to the graduate unit

  • One Original Letter of Reference from a non-academic referee concerning the non-academic aspects of the application 

    • name and contact information of the referee must be clearly stated and the letter must be signed by the referee
      referee must send letter directly to the graduate unit 

  • Original Transcripts from all of applicant’s post-secondary studies

Graduate Unit Instructions and Reminders 

  • Please nominate up to 3 individuals

  • When submitting your nomination-packages, rank all of your nominees within 1 cover sheet

  • All nominations must be submitted electronically to tara.lock@utoronto.ca by November 9, 2012

  • Retain all original application-materials unit until December 16, 2012; only those applications selected to go forward will be required in hard copy by SGS.

  • Late applications and/or supplementary material will not be accepted.

Student Instructions and Reminders (Important)

  • Any documentation sent directly (by the applicant or the Unit) to the Trudeau Foundation will not be considered.

  • Each application must be typed into the online application form and printed out as a single sided document. Staples must not be used.

  • Adobe Acrobat Reader is required to view the online application form, however, only Adobe

  • Acrobat 5.0 (or later versions) will allow the saving of information within the form. No other supporting documentation (than that required) will be accepted.

  • It is the responsibility of each applicant to ensure that the content within the application form is correctly entered and adheres to all specified limitations.

 

For any questions regarding this competition or the nomination process, please feel free to contact:

Tara Lock
Awards Officer, Internal
Graduate Awards Office School of Graduate Studies University of Toronto
63 St. George Street, Room 202
Toronto, Ontario M5S 2Z9
Tel: (416) 978-2386
Fax: (416) 971-2864

 
 

SSHRC Doctoral Awards Changes and Reminders (01-Oct-12)

 

Program Changes and Important Reminders for the 2013-2014 CGS-Master's Competition

For the 2013-2014 Master’s competition, SSHRC continues to expect universities to nominate their very best students. Once the applications are sent to SSHRC, they will be reviewed and vetted by SSHRC program officers. Any contentious cases will be sent to a selection committee for evaluation. In these cases, this committee will decide whether or not the nominee should be offered an award.

Consent to the Disclosure of Personal Information (New)

As of 2012, the tri-agencies require all applicants consent to have some of their personal information disclosed in cases of serious breach of agency policy. A Consent to Disclosure of Personal Information form must be completed, signed and submitted by each applicant along with their application for funding. For more information and access to the form, please visit the website.

Eligibility of Subject Matter at SSHRC (Update)

New guidelines regarding subject matter eligibility for health-related research came into effect in 2009. The following are considerations when preparing or assessing the eligibility of the subject matter of applications related to health. 

  • Applicants whose proposed research is health-related should consult CIHR’s mandate first to explore eligibility. CIHR has policies and procedures in place to adjudicate the full range of social science and humanities research proposals related to health research. Research eligible under the mandate of CIHR will not be considered by SSHRC. This includes research that is primarily intended to improve and/or increase knowledge of health, health care and health-care systems in Canada or internationally.

  • The use of social science or humanities theories, methodologies and hypotheses is, in and of itself, not sufficient to make a proposal eligible at SSHRC.

  • Applicants working in research areas where boundaries overlap are advised to state clearly in

  • their application for funding why they believe their proposal is appropriate for support by the agency to which they are submitting their application.

To avoid applications being declared ineligible, SSHRC requests that university liaison officers carefully screen applications for subject matter eligibility prior to submitting them to SSHRC by consulting the General Guidelines for the Eligibility of Subject Matter at SSHRC. If an application is considered to overlap the mandate of more than one agency, student liaison officers should contact staff of the Research Training Portfolio at uni.liaison@sshrc-crsh.gc.ca well in advance of the competition deadline to request an assessment of eligibility. While staff will endeavour to provide timely advice in such cases, applicants should be advised to explore funding opportunities at one of the other federal granting agencies while their proposal is reviewed for eligibility, in order to ensure that deadlines are not
missed.

Please note that SSHRC does not permit appeals on grounds of subject matter eligibility.

SSHRC’s Obligations under the Official Languages Act (Reminder)

Under the Official Languages Act, federal institutions, including SSHRC, must ensure respect for the rights of individual Canadians to receive services from federal institutions and organizations that provide services on their behalf, in the official language of their choice.

SSHRC is committed to promoting equitable access by:

  • Ensuring that its funding opportunities enable the participation of both official language communities;

  • Providing applicants with equitable access to the information and resources in the official language of their choice;

  • Monitoring and promoting the participation of Official Language Minority Institutions (OLMI), researchers and students in its programs.

As partners in the co-delivery of SSHRC’s Master’s Awards funding opportunity, universities must respect the Act in the management of their internal selection processes. Read the full text of the Official Languages Act.

Combined MA/PhD and Fast-Track Programs (Reminder)

Students who are or will be registered in a combined MA/PhD or a fast-track program (accelerated from a master’s program into a doctoral program without obtaining the master’s degree), may apply to the Joseph-Armand Bombardier CGS Master's program provided they have completed less than 12 months of graduate-level study at the time of the proposed start date of the award.

Students who are currently registered in a combined MA/PhD or a fast-track program, and have or will have completed 12 months or more of graduate-level study as of the proposed start date of the award, may only apply to the Doctoral Awards funding opportunity.

Combined Undergraduate/Graduate Programs (Reminder)

Students who are or will be registered in a combined undergraduate/graduate program, may apply to the Joseph-Armand Bombardier CGS Master’s program only for the period(s) during which they are enrolled full-time at the master’s level.

Direct Entry to Doctoral Programs (Reminder)

Students who are or will be registered as a direct entry doctoral candidate, may only apply to the doctoral awards funding opportunity.

First-Class Average (Reminder)

If you submit, an application for a student who did not achieve a first-class average in each of the past two years of full-time study (or equivalent), it is very important that the Departmental Appraisal provide a clear justification for why the application is nevertheless being forwarded. This should include an explanation of why you judge this to be a meritorious application, not merely a mention of the lack of a first-class average.

For the purpose of meeting the eligibility criteria of the program, please ensure that the averages cited in the Departmental Appraisals are expressed all in the same way as a letter grade or percentage of 100.

Number of Months of Graduate Studies (Reminder)

Applicants must indicate the number of months of graduate studies they will have completed at the expected start date of the award. They must include all previous studies at the graduate level, regardless of the discipline.

In calculating the value and duration of awards, SSHRC assumes that all graduate level studies were full-time and uninterrupted. Students who have studied on a part-time basis, or have interrupted their graduate level studies with their university’s official approval, must append to their application an official letter confirming the dates of the change of registration status. These procedures apply whether or not the degree was completed and whether or not the current university recognizes the previous credits or years of study.

Program of Study (Reminder)

Applicants must clearly outline the research training component of the degree program and explain how their program of study meets one or more of the three components listed under Program Eligibility. This must now also be identified in the application profile section of the application.

Completeness, Eligibility, and Quality of Applications (Reminder)

Applications should be verified for completeness, legibility of documentation, eligibility of applicants as well as eligibility of their program. Please ensure that the research proposal falls under SSHRC’s mandate. The guidelines for subject eligibility at SSHRC can be found on the website. If in doubt, please consult Research Training Portfolio staff.

Only applications with duly completed programs of study should be forwarded to SSHRC for consideration. Incomplete or ineligible applications will not be accepted.

Evaluation Criteria

The following criteria must be used by the University Selection Committee(s) for the purpose of
evaluating candidates in the selection process.

The following list shows the three weighted evaluation criteria:

1. Academic Excellence (60%)
Academic excellence—as demonstrated by academic transcripts, awards and distinctions.

2. Research Potential (30%)
Quality of analytical skills, ability to think critically, ability to apply skills and knowledge, judgment, originality, initiative and autonomy, determination and ability to complete projects within an appropriate period of time—as demonstrated in the description of program of study and by work experience, research contributions, letters of appraisal, and, if applicable, the departmental appraisal.

3. Communication Skills (10%)
As demonstrated in the description of the program of study and, if relevant, by work experience, community involvement and other extracurricular activities, as well as by letters of appraisal, the quality of presentation of the application, and, if applicable, the departmental appraisal.

Committee members must pay special attention to completeness and clarity in the applicant's proposed program of study, which is presented in essay form.

Note that applicants receive the following instructions concerning the elements to be covered in describing their program of study:

Program of Study—maximum two pages: Describe your degree program and your research proposal in non-technical terms. Write your proposal in clear, plain language and avoid jargon, since your application will be evaluated by a multidisciplinary committee.

Ensure that your text includes the following requirements: 

  • identify the university and degree program which you are pursuing or intend to pursue;

  • outline clearly the research training component of the degree program and tell us how your program of study meets one or more of the three components listed under Eligibility (consult the funding opportunity on SSHRC's website);

  • if it is relevant to your research proposal, describe any work experience, community involvement or other extracurricular activity;

  • if your research proposal is in health or psychology, justify your submission of this proposal to SSHRC (rather than to NSERC or CIHR), based on the General Guidelines for the Eligibility of Subject Matter at SSHRC;

  • if your Master's degree program involves a thesis, a major research paper/essay, or a major research project, provide a well-structured outline of your research proposal, specifying the research question, context, objectives, methodology and contribution to the advancement of knowledge;

  • if the output of your degree program is an artistic creation rather than a thesis, indicate clearly the research component of your proposed work. Outline the objectives of your research, the context, methodology, and contribution to the advancement of knowledge;

  • if your degree program does not involve a thesis, major research paper/essay, or a major research project, remember to outline clearly the research training component of the degree, as indicated above.

 
 

SSHRC Doctoral Award Instructions (01-Oct-12)

 

​Introduction

Applicants must complete the SSHRC Web-based Doctoral Award application form and append the documents indicated under "Attachments" below. With your internet browser, you can create, edit and print the Doctoral Award application form. When the Council receives your printed and signed application form, the data provided in your on-line application are then transferred to SSHRC's corporate database.

Before applying, please read the:   

  1. Doctoral Awards funding opportunity

  2. Regulations Governing Fellowship and Scholarship Applications, and

  3. General Guidelines for the Eligibility of Subject Matter at SSHRC

We suggest that you print and read these instructions for reference while you are completing your on-line application. You may refer to these instructions by clicking on the "Instructions" button at any time within a screen. This button will link you directly to the instructions for the screen you are completing.

Signature

After you have verified and printed your application, proofread it carefully. Do not forget to sign and date it. By signing the application, the applicant confirms that he/she:   

  • has read and understands the eligibility requirements of the funding opportunity;

  • has provided complete and accurate information in the funding application and related documents, and has represented himself/herself and his/her research and accomplishments in a manner consistent with the norms of the relevant field;

  • is not currently ineligible to apply for or receive funding from the Natural Sciences and Engineering Research Council, SSHRC, or the Canadian Institutes of Health Research or any other research or research funding organization by reason of a breach of an ethical, integrity or financial policy or requirement, and that if at any time the applicant becomes ineligible, he/she will advise his/her institution’s graduate studies office and SSHRC immediately in writing;

  • is aware that, in the case of joint or special initiatives, all information in a Doctoral Award application is accessible to representatives of the named partner agency, for purposes of adjudicating candidates and monitoring and evaluating the program;

  • accepts the application procedures and the selection process;

  • will inform SSHRC and the institution’s graduate studies office immediately of any change in the nature of the research that may have an impact on certification or approvals;

  • will inform SSHRC and the institution’s graduate studies office immediately in writing in the event of any change in eligibility status, and hereby authorizes the institution with which he/she is affiliated to provide SSHRC with his/her personal information for the purpose of verifying eligibility to receive funds from SSHRC;

  • agrees that, if awarded funding, he/she will (a) use this funding only for the purpose for which it was awarded; (b) enter into a Funding Agreement with SSHRC; and (c) comply with all relevant SSHRC requirements as set out in its respective policies, procedures and manuals;

  • has read, understands and agrees to comply with the policies of SSHRC, including the Tri-Agency Framework: Responsible Conduct of Research, both in the submission of the application and in carrying out research funded by SSHRC;

  • has read and understands the Access to Information Act and Privacy Act as they pertain to application information (see Regulations Governing Fellowship and Scholarship Applications);

  • in instances where the applicant is or has been at any time during the past 12 months a federal public servant, has complied with and will continue to respect the Values and Ethics Code for the Public Service;

  • understands that, for applicants from Canadian universities with a quota, graduate studies offices are, by way of SSHRC's secure site, informed of the competition results pertaining to their applicants.

Consent to Disclosure—Mandatory

In accordance with the Tri-Agency Framework: Responsible Conduct of Research, applicants must also complete and sign the Consent to Disclosure of Personal Information Form and include it with their application.

Application Deadline

In fall 2012, students who are registered in a degree program at, or on an approved leave of absence from, a Canadian university with a quota: Submit paper copy to university by date set by that university

All other applicants: Submit paper copy to SSHRC postmarked by November 7, 2012.

*Quota: Maximum number of applications the university can forward to SSHRC.

Note: Students registered simultaneously at Canadian and foreign universities must apply through the Canadian university, if the Canadian university has a quota.

Ensure that you have followed the instructions and accurately provided all required information. SSHRC cannot accept additional information after the application deadline, nor confirm the completeness of applications. Do not exceed page limits. Ensure that you enclose the required number of appraisals as extras will not be forwarded to the selection committee. 

Where to Submit Your Application

Applicants registered in a degree program at a Canadian university with a quota must apply through their university. Applications sent directly to SSHRC will not be accepted. Forward your complete application to your department head by the departmental deadline.

All other applicants must forward their complete application to:

By mail:
Research Training Portfolio
Social Sciences and Humanities Research Council
350 Albert Street
P.O. Box 1610
Ottawa, ON K1P 6G4

By messenger or courier:
Research Training Portfolio
Social Sciences and Humanities Research Council
Room 1663
350 Albert Street
Ottawa, ON K1A 1H5
Tel.: 613-996-3078   

Applications may be delivered in person, by messenger or courier, or by mail. Mailed applications must be postmarked by midnight of the deadline date. SSHRC does not accept late applications, incomplete applications, applications sent by fax or email, or handwritten applications. A complete application consists of:   

  1. the online Doctoral Award application form, completed, printed and signed

  2. the program of study (max. 2 pages)

  3. a bibliography/citations (max. 5 pages)

  4. a research contributions page (if applicable, max. 1 page)

  5. allowable inclusions (if applicable, max. 1/2 page)

  6. official letter to confirm part-time study and/or leave of absence (if applicable, max. 1 page)

  7. all undergraduate level transcripts

  8. all graduate level transcripts

  9. two (2) completed Letters of Appraisal in sealed envelopes

  10. the Departmental Appraisal (only for candidates who must apply through a Canadian University)

  11. the completed, printed and signed Consent to Disclosure of Personal Information form

  12. the Application Checklist

Acknowledgement of Receipt of Applications

SSHRC will acknowledge receipt of your printed and signed application form and will assign you an application number. Please cite this number in all correspondence with us. This acknowledgement refers to only the receipt of your application, not to its completeness, or its eligibility in the competition.

Identification

Only the information in the Given Name, Initials and Family Name boxes will be made available to selection committee members. The remaining information will be used for administrative and statistical purposes only.

Name

Names and Initials
SSHRC uses the information you here to address its correspondence to you. If you use your second or third name as your given name, see the examples below for help in completing the initials box.   

Example 1: A.J. Paul Moore
If you prefer to have your initials appear before your given name, you would enter:

Given Name Initials Family Name
A.J. Paul Moore

SSHRC correspondence would address you as Mr. A.J. Paul Moore.

Example 2: Joanne Francine Mélanie Trudeau (normally addressed as Mélanie)
If you usually use your second or third name as your given name and do not want your initials appearing before your given name, you would enter:

Given Name Initials Family Name
Mélanie J.F. Trudeau

SSHRC correspondence would address you as Ms. Mélanie J.F. Trudeau.

Full name used during previous contact with SSHRC
If different from above, enter the full name.

Citizenship

Applicants must be Canadian citizens or permanent residents of Canada as of the application deadline date. You must indicate your citizenship status by selecting the appropriate option button.
Permanent residents of Canada must specify the date of permanent residency.

Language Proficiency

Indicate your proficiencies in both official languages.

Addresses

The addresses you provide must be complete and accurate. For countries other than Canada and the United States, select the "Other" address format and enter the city/municipality, province/state and postal code in the address lines. 

Current Mailing Address: We will use this address for all correspondence with you, including sending the competition results. Therefore, if you change your current mailing address during the period of the competition, it is your responsibility to advise SSHRC of the change in writing.

Permanent Canadian Address: Regardless of your citizenship status (Canadian citizen or permanent resident of Canada), you must provide your permanent address in Canada, even if it is the same as your Current Mailing Address.

Contact Information

The following information will help us contact you more rapidly. Secondary information will not be released by SSHRC without your consent (e.g., home coordinates are considered to be personal information and are protected under the Privacy Act). This information will print on the Identification page and will not be seen by selection committee members.

Email address: We can consult with you promptly and easily when you provide your personal/business Email address.

Current Position 

Position: Indicate your position (e.g., Student, etc.). If you are a student and also hold a position (e.g., teaching or research assistant), you must indicate "Student" as your current position and list the other position in the Work Experience screen. If an applicable position is not listed, select "Other" from the list and type the information in the box provided.

Organization and Department/Division: Select the Organization and Department/Division by clicking on the "List..." button, the Country list will appear. Select the country, the province or state (if applicable), then the organization. If the Organization or Department/Division is not listed, select "Other" from the list and type the information in the box provided.

Academic Background

Beginning with your degree currently in progress or your most recent completed degree, list up to 5 degrees. For degrees currently in progress, include the expected completion date. For completed degrees, include the date all degree requirements were completed - not the date of graduation or convocation. The most recent degree will print first and all others in reverse chronological order, based on the start date.

Note: Although there is the possibility of listing up to five degrees, we recognize that most applicants will fill in one or two at most.

When required, identify the information requested using the "List..." button. If the information is not listed, select "Other" from the list and type the information in the box provided.

Degree type and degree name: Indicate your degree type by selecting it from the choices provided. If you choose "equivalent" degree, enter the degree name in the Degree name box (e.g., LLM, MPhil, DEA).

Discipline: Indicate the discipline of your degree.

Start date: For all degrees listed, including any degrees currently in progress, indicate the start date of the degree program.

Expected date/awarded date: For degrees currently in progress, enter your expected date of completion. For completed degrees, indicate the date all degree requirements were completed, not the date of graduation or convocation.

Organization: Indicate the name of the organization that awarded or will award the degree.

Work Experience

List up to a maximum of five other positions you are holding or have held (include academic and only relevant non-academic work experience, as well as administrative appointments). You may include research and teaching assistantships in this category. Once the data are saved, the system will automatically sort the data in reverse chronological order, based on the start year.

When required, provide the information requested using the "List..." button. If the appropriate information is not listed, select "Other" from the list and type the information in the box provided.

Credentials

List up to six (6) scholarships, fellowships, prizes, and other academic awards you have received and think would be most pertinent to the adjudication of your application. Specify the source for each (e.g., international, federal, provincial or territorial government department, university, private sector or community organization, etc.), year, value and duration, as applicable. Do not include teaching assistantships in this section. Note: You may not append an additional page.

Application Profile

Title of research proposal: Provide a short, descriptive title for program of study in non-technical terms. The use of acronyms should be restricted (e.g., DNA, NATO, NAFTA, etc.). Use upper case for the first word, proper nouns and acronyms only.

Preferred selection committee: Based on the subject and discipline(s) of your program of study, choose one selection committee using the "List…" button. Remember that a "Doctor of Philosophy" is not necessarily a degree in philosophy. Choose the committee appropriate for the discipline of your research.

The disciplines represented by each committee are as follows:

  • Committee 1 (7521) Fine arts; Literature (all types)

  • Committee 2 (7522) Classical Archaeology; Classics; Classical and Dead Languages; History; Mediaeval Studies; Philosophy; Religious Studies

  • Committee 3 (7523) Anthropology; Archaeology (except Classical Archaeology); Archival Science; Communications and Media Studies; Criminology; Demography; Folklore; Geography; Library and Information Science; Sociology; Urban and Regional Studies; Environmental Studies

  • Committee 4 (7524) Education; Linguistics; Psychology; Social Work

  • Committee 5 (7525) Economics; Industrial Relations; Law; Management, Business, Administrative Studies; Political Science

If your main discipline is "Women's Studies," choose the committee based on the area of research in Women's Studies that you are working in. For example, if your area of research involves women's literature; you should choose Committee 1.

If your main discipline is "Interdisciplinary Studies," choose the committee based on the most prevalent discipline among those related to your area of research. For example, if your area of research involves history and sociology, but it is less focused on history and more focused on sociology, you should choose Committee 3.

Note: If you are not sure which selection committee to choose, consult with SSHRC staff before submitting your application. In such cases, SSHRC staff assigns applications to particular committees taking into account the discipline(s), the program of study and the selection committee specified by the applicant. Final assignment rests with SSHRC.

Supplement: If you wish to be considered for a joint or special initiative and meet the eligibility criteria, select the supplement from the drop-down menu. Please provide a justification in your two-page Program of Study. Information on supplements is available on SSHRC's website.

Note: If you indicate you want to be considered for a supplement, then you are agreeing to have SSHRC share information with the partner that sponsors this supplement.

Program Information

Indicate which of the following applies to your current status:

a. you are registered in a degree program at Canadian university with a quota*;

b. you are registered in a degree program at Canadian university without a quota*;

c. you are registered at a foreign university;

d. you are not registered in a degree program at a university, but intend to undertake doctoral studies.

*Quota: maximum number of applications the university can forward to SSHRC.

Note: Students registered simultaneously at Canadian and foreign universities must apply through the Canadian university, if that university has a quota.

Degree Sought Through This Application

Type in the degree name (e.g., PhD, DPhil, SJD) and select the Organization and the Department/Division that will award the degree. If the Organization and Department/Division are not listed, select "Other" from the list and type the information in the box provided. Indicate the date you started or expect to start the program for which you seek support.

Support Requested

Expected start date of the award: Indicate when you expect to start your award. The award can only begin in May, September or January. The January start date, however, is reserved only for applicants who cannot undertake the program of studies until January because of an incomplete previous degree or because the program of studies is not available until that time. Remember that the start date you choose may affect your eligibility in the competition or the number of months of funding for which you are eligible. You may not select a start date which precedes the beginning of your program.

Number of Months of Doctoral Studies

Specify:

  1. the number of months of full-time doctoral study that you will have completed at the start date of the award. (You must include in your calculation all previous doctoral level studies in the same discipline, even studies that did not lead to a degree; also include courses that were credited to the PhD but that you took before you were officially registered in a PhD program.)

  2. the number of months of part-time doctoral study that you will have completed at the start date of the award. (You must include in your calculation all previous doctoral level studies in the same discipline, even studies that did not lead to a degree; also include courses that were credited to the PhD but that you took before you were officially registered in a PhD program.)

In calculating the value and duration of awards, SSHRC includes all prior doctoral-level studies in the same discipline.

In the case of students who are registered in a combined MA/PhD or a fast-track program (accelerating from a master’s program into a doctoral program without obtaining the master’s degree), SSHRC will not include the first 12 months of the program in the calculation of the value and duration of the Doctoral Award.

In the case of students who are applying for, or registered in, a combined undergraduate/doctoral program, SSHRC will not include the first 36 months of the combined program in the calculation of the value and duration of the Doctoral Award.

SSHRC assumes that all studies were full-time and uninterrupted (i.e., beginning of September 2011 to the end of August 2012 means 12 months of study). Students who studied on a part-time basis, or who interrupted their studies with their university's official approval, must append to their application an official letter from the Registrar (or assigned designate) at their university confirming the dates of the change of registration status in their doctoral program. You must take these periods into account when calculating the number of months of studies completed.

To determine the period of support applicable to you, you must total the full-time months of study and one half of the part-time months of study (i.e., 8 months of full-time study + 12 months of part-time study = 8 + 6 = 14. Therefore you would be eligible for 36 months of funding).

Please see chart below for period of eligibility and definitions.

Number of months completed at the proposed start date of the award

Joseph-Armand Bombardier CGS Doctoral Scholarship

SSHRC Doctoral Fellowship

Applicants who will have completed between 0 and 4 months

36 months of funding

48 months of funding

Applicants who will have completed between 5 and 16 months

36 months of funding

36 months of funding

Applicants who will have completed between 17 and 28 months

Not eligible

24 months of funding

Applicants who will have completed between 29 and 40 months

Not eligible

12 months of funding

Applicants who will have completed 41 months or more

Not eligible

Not eligible

Transcripts

Using no more than 200 characters including spaces, list all university transcripts appended to this application. You must include all undergraduate and graduate transcripts.

If you studied or are studying at a university that does not provide transcripts, you must include an official certificate of success, which outlines (1) the program in which you are (or were) registered, (2) the date of your initial registration and (3) the degree obtained or sought.

Note: SSHRC will accept official and certified copies of transcripts only. SSHRC will not accept web-based, faxed, or photocopied transcripts. SSHRC does not return documents included in applications.

Languages

Specify the language(s) required to carry out your proposed program of study. Indicate your current facility in each.
 

Areas of Study

The information provided in this section refers to your research/study.

Ethics: State whether your proposal will involve human beings as research subjects. If "Yes", consult the Second Edition of the Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans and submit your proposal to the Research Ethics Board of the institution where you will undertake your research. If applicable, you must also ensure that an ethics review is conducted in the host country (as per article 8.3 of the Policy). Note that you need not submit your proposal to the Research Ethics Board prior to submitting your application.

Keywords: List keywords, separated with a semicolon, that best describe your proposed research/study.

Select appropriate entries under each of the following sections using the "List..." button. Duplicate entries are not permitted.

Disciplines: Indicate and rank up to three disciplines relevant to your research/study, #1 as the most relevant and #3 as the least relevant.

For entries 2 and 3, if an applicable discipline is not listed, you may select an entry such as "Other (relevant discipline)" (e.g., Other Psychology, Other Anthropology, Other Sociology) from the list, and type the information in the box provided.

Example:

Entry 1 Sociology

Entry 2 Other Psychology

Entry 3 "Other"

You may only choose "Other (relevant discipline)" once. For instance, you may not choose "Other Psychology" in Entry 2 and choose it again in Entry 3. Also, you may only choose "Other" (with an explanation) once.

Areas of Research: Indicate and rank up to two areas of research related to your research/study, #1 as the most important and #2 as the least important.

Temporal Period: If applicable, indicate the historical period covered by your research/study.

Geographical Regions: If applicable, indicate and rank up to two geographical regions covered by or related to your research/study, #1 as the most important and #2 as the least important.

Countries: If applicable, indicate and rank up to five countries covered by or related to your research/study.

Referees—Letters of Appraisal

Provide information about the two (2) referees who will each complete a Letter of Appraisal. You are limited to two letters. Additional letters will not be sent to the selection committee. Referees must be faculty members who have had sufficient opportunity to assess your potential and, if applicable, the importance of your publication venues.

If you are currently completing a bachelor's degree or are just starting graduate-level studies: Obtain letters from faculty members who have had sufficient opportunity to assess your potential and, if applicable, the importance of your publication venues.

If you are completing a master's degree: One of the letters of appraisal must be from your master's supervisor (or equivalent).

If you are currently enrolled in a doctoral degree program and have a supervisor: One of the letters of appraisal must be from your doctoral thesis supervisor. If you completed a master's degree previously, the other letter should be from your master's supervisor (or equivalent). If you do not yet have a supervisor, obtain letters from faculty members who have had sufficient opportunity to assess your potential, at the bachelor's or master's level.

If you have changed universities since last year, one of the letters of appraisal must be from a faculty member at the previous university.

Names and initials: Follow the instructions given in the earlier section under Identification.

Organization and department/division: Select the Organization and Department/Division using the "List..." button. If the Organization and Department/Division are not listed, select "Other" from the list and type the information in the box provided.

Attachments 

General presentation: All required material should be attached to your application printout as additional pages. Please ensure your attachments are presented according to these specifications:

  • typed or word processed, single-sided, on 8 ½" x 11" (21.5 cm x 28 cm), white paper;

  • single-spaced, with no more than six lines of type per inch;

  • body text in a minimum 12 pt Times New Roman font;

  • all margins set at a minimum of ¾" (1.87 cm);

  • your name appears within the set margins at the top right corner of every page; and

  • pages numbered consecutively following the last page of your application printout.

Attachments—for Completion by Applicant

Program of study — maximum two pages: Describe your program of study in non-technical terms. Write your proposal in clear, plain language and avoid jargon, because your application will be evaluated by a multidisciplinary committee.

Ensure that your text includes the requirements listed under the appropriate category, especially with respect to your thesis proposal:

1. If you are currently completing a bachelor's degree, have not undertaken any graduate level studies, or if you are completing or have completed a master's degree:   

  • Clearly state your current level of study;

  • Give the title and a brief description of your master's thesis, if applicable;

  • Identify the degree program which you will pursue including any relevant courses and provide an explanation for your choice; and Provide an outline of your doctoral thesis proposal, including the research question, context, objectives, methodology and contribution to the advancement of knowledge, and your special interests in the proposed area of research.

2. If you are currently enrolled in a doctoral degree program:

  • Clearly state your current level of graduate study;

  • Indicate what stage you are at in your thesis;

  • Provide the name of your supervisor of doctoral studies, if known;

  • Provide an outline of your thesis proposal, including, for example, the research question, context, objectives, methodology and contribution to the advancement of knowledge; and

  • Describe what you hope to accomplish during the award tenure and what will remain to be done before you obtain your degree.

Notes: If your proposed research is in health or psychology, justify your submission of this proposal to SSHRC (rather than to NSERC or CIHR), based on the General Guidelines for the Eligibility of Subject Matter at SSHRC.

If the output of your degree program is an artistic creation rather than a thesis, indicate clearly the research component of your proposed work. Outline, for example, the objectives of your research, the context, methodology, and contribution to the advancement of knowledge.

If you want to be considered for a supplement, please provide a justification.
  
Bibliography and Citations—maximum five pages: Provide the following:

  • a bibliography for your proposed research proposal (please do not send publications or include endnotes); and

  • bibliographic details for all citations included in your Program of Study. Ensure that they are clear and complete to allow reviewers to locate the sources easily.

Research Contributions—maximum one page: If applicable, provide details, as appropriate, on the contributions you listed, as follows:

  • In the left margin, identify refereed publications with an "R". A refereed work is assessed:

    • in its entirety - not merely an abstract or extract;

    • before publication; and

    • by appropriately independent, anonymous, qualified experts. "Independent" in this context means at arm's length from the author.

Specify your role in co-authored publications.

  • For published contributions, provide complete bibliographic details (including co-authors, title, publisher, journal, volume, date of publication, number of pages, etc.) as they appear in the original publication.

  • For publications in languages other than French or English, provide a translation of the title and the name of the publication.

Group your contributions by category in the following order, listing your most recent contributions first:

1. Refereed contributions: books (where applicable, subdivide according to those that are single authored, co-authored, and edited works), monographs, book chapters, articles in scholarly refereed journals.

2. Other refereed contributions, such as: conference proceedings, papers presented at scholarly meetings or conferences, articles in professional or trade journals, etc.

3. Non-refereed contributions, such as: book reviews, published reviews of your work, papers presented at scholarly meetings or conferences, research reports, policy papers, public lectures, creative works etc.

4. Forthcoming contributions: Forthcoming contributions should be listed only if they have been formally accepted for publication. Provide the name of the journal or book publisher and the number of pages.

Notes: Applicants whose research outputs include creative or artistic works (such as novels, videos, films, visual art works, sound recordings, exhibition catalogues) may list them, starting with the most recent, in a separate category: "Literary and artistic works." This category may be followed by the categories shown above, as appropriate.

Although there is the possibility of listing research contributions, we recognize that some applicants may not yet have publications or other research contributions to list.

Transcripts

You must include all undergraduate and graduate transcripts. If you studied or are studying at a university that does not provide transcripts, you must include an official certificate of success, which outlines (1) the program in which you are (or were) registered, (2) the date of your initial registration and (3) the degree obtained or sought. 

Note: SSHRC will accept official and certified copies of transcripts only. SSHRC will not accept Web-based, faxed or photocopied transcripts. SSHRC does not return documents included in applications.

Allowable Inclusions—maximum 1/2 page

SSHRC asks its adjudication committees to take into consideration special circumstances that may have interrupted or delayed the completion of your current or a previous degree. Where appropriate, describe any interruptions or delays to the completion of a degree or degrees. Specify the dates of the delay or interruption.

Official Letter to Confirm Part-time Study and/or Leave of Absence — maximum one page

In calculating the value and duration of awards, SSHRC assumes that all doctoral studies were full-time and uninterrupted. If you have studied on a part-time basis, or have interrupted your studies with your university’s official approval, you must append to your application an official letter from the Registrar (or assigned designate) at your university confirming the change of registration status in your doctoral program.  

Attachments—for Completion by Designated Persons

Letters of appraisal—maximum 2 letters: Please note that referees must be faculty members who have had sufficient opportunity to assess your potential and, if applicable, the importance of your publication venues. When providing the Letter of Appraisal forms to your referees, indicate in the upper right-hand corner of the form the date by which the appraisal must be returned to you. Ensure that your name, telephone number and address appear on the form. Then send the following to each of your two referees:

  • a copy of your list of research contributions;

  • a copy of Letter of Appraisal;

  • a copy of your Program of Study; and

  • a letter-sized envelope with your name, address and the words Urgent - Deadline Material on the front. Be sure to specify that the person completing the form must seal the envelope, sign over the seal, and return the envelope to you, so you can forward these unopened envelopes with the rest of your application.

Departmental Appraisal: This form must be completed and signed by the Director or Head of the Department or the designate. When submitting your application to your Department, ensure that you include a blank copy of this form along with the Guidelines for Completing the Departmental Appraisal. Note: Those applying directly to SSHRC should not include this form.

Important: The Letters of Appraisal and Departmental Appraisal are available as form-fillable PDF files on SSHRC's Web site. If you are using Adobe Reader (a software available free from the Internet), you can type your information directly into the appraisal form. However, you cannot save a form-fillable PDF file using Adobe Reader. Once you close your document, your data is lost.

We recommend that you compile your information in a word processor document. Once completed, you can then copy and paste this information into the PDF appraisal form. Your data will print only when you exit the field you have just completed. Print and sign the forms. Note: You may purchase Adobe Writer which will let you save your data to a directory.

For technical questions, contact the Helpdesk:
Phone: 613-995-4273
Email: webgrant@sshrc-crsh.gc.ca

For more information about SSHRC Doctoral Awards, please visit the Resource Centre. If you have additional questions, please contact:
SSHRC Doctoral Awards
Research Training Portfolio
Tel.: 613-943-7777
Email: fellowships@sshrc-crsh.gc.ca    

 

Ontario Graduate Scholarship (OGS) Program: Terms of Reference/Guidelines (28-Sep-12)

To: Graduate Coordinators; Graduate Administrators

From: Kerri Huffman, Associate Director, Student Services: Graduate Awards & Financial Aid

CC: Heather Kelly; Director, Student Services, Luc De Nil, Vice-Dean, Students

Further to the memo from Brian Corman, Dean of Graduate Studies and Vice-Provost, Graduate Education dated September 28, 2012; the following provides details with respect to the administration of the Ontario Graduate Scholarship (OGS) Program.

For award eligibility, please refer to decanal memo dated Sept. 28, 2012: SGS #001, 2012-2013

Beginning with the 2013-14 year, the University of Toronto will become responsible for the intake, processing, adjudication and awarding of the Ontario Graduate Scholarship (OGS) on behalf of the Province of Ontario. Although the OGS awards will be administered by the University of Toronto, it is still considered to be an external award.

Allocation for Domestic Student Applications

The School of Graduate Studies will provide each graduate unit with an allocation of domestic OGS awards. The allocation is calculated based on an 85% weighting of previous OGS success rates (a 3-year average) combined with a 15% weighting of overall graduate population. Allocations will be provided to units on Oct. 1st.

Quota for Visa Student Applications

A competition for the visa student OGS applications will be centrally adjudicated by SGS in the winter session. Deadlines and quota information will be provided in an award announcement.

Value and Matching

The value of the OGS Award remains at $10,000 for a two-term award and $15,000 for a three-term award. Graduate units remain responsible for contributing 1/3 of the overall award value.

Application Process

  • The School of Graduate Studies will develop a centralized on-line OGS application available to prospective and returning students in November 2012.

  • Graduate units will have the flexibility to develop their own local deadlines for the submission of OGS applications from applicants.

  • Prospective students may submit a single application to multiple U of T graduate units.

  • Graduate units will be able to view all OGS applications made to their unit (including both prospective and returning students).

Adjudication

Individual units will now be responsible for adjudicating their OGS awards and selecting eligible students based on academic excellence; giving equitable consideration to prospective and current students in master's, doctoral, and professional master's programs.

  • Units will assess OGS awards based on academic excellence.

  • Graduate units will follow their internal scholarship committee guidelines (or may establish new guidelines for OGS award committees).

  • OGS awards may be awarded for a minimum of 2-terms to a maximum of 6-terms. Units are encouraged to balance single year awards and renewable awards to provide flexibility in OGS adjudications in subsequent years.

  • Graduate units will ensure OGS recipients meet eligibility criteria (with exception of OSAP

  • eligibility which will be verified by the Graduate Awards Office (GAO)).

  • Graduate units will forward award decisions to the GAO no later than June 1st of each year, including both selected recipients as well as a reversion list in the event that candidates within the unit’s allocation do not meet OSAP eligibility or decline the award offer.

Award Notification/Payment Process

  • The Graduate Awards Office will notify award recipients on behalf of the Province of Ontario following central OSAP checks.

  • Students will be required to complete an on-line notice of award acceptance and agreement to the terms and conditions of the award.

  • Units will be required to confirm students’ OGS approval (e.g. commitment to contributing 1/3 of award value, student’s eligibility).

  • Students will receive award payments via ROSI.

  • All OGS award allocations are to be used within the fiscal year (i.e. summer – winter sessions).

  • There is no carry-forward of OGS allocations permitted.

Leaves of Absence/Interruption of Award

Students may be granted a leave of absence of up to 18 months, for reasons including:

  • Parental leave
    Family or medical leave
    Compassionate leave (e.g., bereavement)

Students who withdraw without completing 14 weeks of full-time study in any term will be asked to repay the installment received during that session.

Students returning from a leave are eligible to resume their OGS award upon full-time registration; however, as no carry-forward of OGS awards are permitted, this award must be granted from a unit’s future allocation.

Reporting

Units are to report to SGS:

  • Name of student, student number, year of study
    Program and normal program length
    Value of scholarship
    Whether it is a new award or a renewal
    Whether the recipient is on a leave/returning from leave (as applicable)

Reports are to be submitted to SGS no later than Aug 15th each year (starting 2014) and reporting back to the fall, winter, summer session of the previous year. Reports will be forwarded to the Province of Ontario by the GAO on behalf of the graduate units.

International OGS Awards

  • Given the small number of awards available to international students, the Graduate Awards Office will hold a centralized adjudication of OGS awards for visa students.

  • New admits and returning students are eligible to apply.

  • Units will receive a quota for number of submissions from the GAO in late fall.

  • Award adjudication will take place through the GAO in the winter session.

  • OGS awards for visa students are tenable for one year only (i.e., they are not renewable).

 
 

SGS Conference Grant—--Fall 2012 (21-Sep-12)

To: Graduate Coordinators and Graduate Administrators (All Divisions)

From: Tara Lock, Internal Awards Officer

Purpose

The SGS Conference Grant is intended to encourage eligible students to present their research at a regional, national or international conference or equivalent academic event.

Competition Timing (fall 2012 and winter 2013)

Applicants are encouraged to apply even if they have not received confirmation of their participation in a conference at the time of application.

The fall 2012 SGS Conference Grant: The application will be available online from October 1 to October 12. This competition is intended to support conferences that are scheduled to take place between September 1, 2012 to March 31, 2013.

The winter 2013 SGS Conference Grant: The competition will be announced in February and is intended to support conferences that are scheduled to take place between March 1, 2013 to September 30, 2013.

Fall 2012 Deadlines:
October 1 Application opens to students and Supervisors/Advisors
October 12 Application closes to students
October 19 Application closes to Supervisors

Value

The value of the SGS Conference Grant is based on the costs associated with:   

  1. the event’s registration fee (at the student-rate)

  2. the location of the event. Transportation, accommodation and other related expenses are not taken into consideration.      

This grant is not intended to be the principal source of funding – applicants are expected to seek funding from other sources and must list other resources they are anticipating will supplement their conference travel and attendance. Preference will be given to applicants who are in the early stage of their academic program, have not previously attended a conference during their current program and/or who have not previously received an SGS Conference Grant.

Eligibility Criteria

Applicants must be:

  • Doctoral-stream (i.e., M.A., M.A.Sc., M.Sc., Ph.D. (including flexible-time option Ph.D.)) or in a professional master’s program leading to a doctoral degree or in a professional doctoral program (S.J.D., D.M.A., Ed.D.)

  • Registered full-time at the time of application

  • Registered full time at the time of conference attendance and collection of payment

  • An active participant (e.g., speaker, poster presenter, member of a panel or round table) in a conference or other academic meeting relevant to their academic program

  • In good standing as defined by their graduate unit

Application

The SGS Conference Grant application is only available online and is accessible from the SGS Website. Both the applicant and the Supervisor/Advisor will be required to enter their UTORid and password in order to access the application.

Applicants will be asked for the following information:

  • Supervisor/Advisor contact information

  • Details of the conference or academic event (title, location, registration fee at the student-rate, URL)

  • Details regarding the presentation of research (title, etc.)

  • Previous conferences in which they have presented their research during their current program

  • Potential other sources of funding that may be available to support their conference attendance

Notification

Successful and unsuccessful applicants will receive notification at their U of T email-address in early-November 2012 regarding the result of their application.

Payment to Successful Applicants

Successful applicants are required to submit the following documentation to initiate payment of the grant:

  • Proof of conference registration payment (e.g., receipt)

  • Proof of conference attendance and active involvement (e.g., link to online programme listing applicant’s name)

  • Payment Activation Form

Questions

For questions regarding this competition, visit the SGS website or email us at conferencegrant@sgs.utoronto.ca.

Best regards,

Tara Lock
Awards Officer, Internal Graduate Awards Office
School of Graduate Studies, University of Toronto
63 St. George Street, Room 202
Toronto, Ontario M5S 2Z9
Tel: (416) 978-2386

 

Ontario Graduate Award (OGS) Changes for 2013-14: UPDATE (20-Sep-12)

To: Graduate Coordinators; Graduate Administrators;

From: Kerri Huffman; Associate Director, Student Services – Graduate Awards and Financial Aid

CC: SGS

The Ontario Ministry of Training, Colleges and Universities has recently announced that the administration of the OGS Awards will be transferred to participating universities for the 2013‐14 academic year.

At this time The University of Toronto will become responsible for the intake, processing, adjudication and awarding of the scholarships. The Ministry will continue to set OGS eligibility criteria and program policies.

The Ministry will continue to support 3,000 scholarships province‐wide which will be allocated to participating universities based on their share of the graduate population.

The School of Graduate Studies will announce information regarding the new application and awarding process, as well as administrative guidelines by the end of September.

Please direct all questions regarding the OGS changes to Kerri Huffman at kerri.huffman@utoronto.ca or (416) 978‐8576.

NSERC PGS Competition (19-Sep-12)

To: Graduate Coordinators, Graduate Administrators

From: Katie Lindeman, Federal Award Officer

If this NSERC announcement is not relevant to your graduate unit, please disregard.

SGS deadline for submission by Graduate Units: October 19, 2012.

The NSERC Postgraduate Scholarships (PGS) Program provides financial support to high-calibre students who are engaged in master’s or doctoral programs in the natural sciences or engineering. This support allows these students to fully concentrate on their studies and to seek out the best research mentors in their chosen fields.

Quota

NSERC assigns the University of Toronto a quota of applications that may be put forth to Ottawa. SGS will provide units with their respective departmental quotas once the information becomes available.

PGS M & D Eligibility Requirements

In order to be eligible, applicants must:

  • be a Canadian citizen or a permanent resident of Canada;

  • hold, or expect to hold (at the time you take up the award), a degree in science or engineering from a university whose standing is recognized by NSERC (if you have a degree in a field other than science

  • or engineering, NSERC may accept your application at its discretion);

  • intend to pursue, in the following year, full-time graduate studies and research at the master's or doctoral level in an eligible program (see Eligibility Criteria; and

  • have obtained a first-class average (a grade of "A-") in each of the last two completed years of study (full-time equivalent).

Applicants are required to review the full eligibility requirements as outlined by NSERC.

Aboriginal Applicants

NSERC is continuing to encourage Aboriginal students to pursue university studies in the natural sciences and engineering. Any Aboriginal student recommended by a Canadian university for an Undergraduate Student Research Award (USRA) or a PGS will not be counted in that university’s application quota. All submitted applications from Aboriginal candidates must be identified on the 2013 Recommended PGS Applicants form.

Research Mandate

For applicants who are unsure if their research project falls under NSERC’s mandate, they should refer to NSERC’s website to confirm which tri-council their project belongs to.

Selecting the Appropriate Federal Granting Agency.

PGS Application: Registered University of Toronto students (both graduate and undergraduate) should submit their application through a graduate program at the University of Toronto.

Completed applications should include the following:

  • Form 201

  • Outline of proposed research

  • Contributions and statements

  • All official academic transcripts (undergraduate and graduate) **

  • Report on the Applicant (two required)

  • Appendix 3 (optional)


**The inclusion and completeness of each applicant’s transcripts/proofs of registration is essential for NSERC staff to determine eligibility and is an integral part of the evaluation material reviewed by selection committees. This includes transcripts for programs of study started in the fall session of the year of application. Students should refer to the PGS application instructions on NSERC’s website for detailed guidelines on how to complete Form 201 and the other application components.

Note: Students are allowed to apply to only one federal tri-council (NSERC, SSHRC, CIHR) in a competition year.

Online Tutorials for Students Now Available!

NSERC is pleased to announce that online tutorials for applicants are once again available on their website. The tutorials are designed to inform students of NSERC’s Scholarships that may be of interest to them. Tutorials may be viewed by students as they prepare their applications and can be found on NSERC’s website.

Selection Process and Results

  • The SGS selection committee will review the eligible applications using NSERC’s criteria (see attached guidelines).

  • SGS will notify all students whose applications were forwarded to the SGS adjudication of whether their application has been forwarded to NSERC.

  • Graduate units should advise students whose applications were not submitted to SGS that they were not successful at that level of the NSERC competition.

Special Instructions for Graduate Units

Please verify the page orientation of uploaded transcripts in order to ensure that they can be easily viewed and assessed by committee members. Only original transcripts will be accepted (no ROSI printouts). Certified photocopies from the student’s admissions file will be accepted only if an original transcript (normally from a foreign institution) is not obtainable.

Review all applications to ensure completeness and academic eligibility before submitting them to SGS. Your assistance is greatly appreciated.

Please use the attached SGS NSERC Departmental submission sheet to list all applications received by your unit. Please identify and RANK those applications which have been selected for inclusion in your quota.

The NSERC Departmental submission sheet should be placed in your unit’s folder on the SGS drive on or before October 19th. Please advise Katie Lindeman by email at katie.lindeman@sgs.utoronto.ca once you have done so. For instructions on how to use the drive please see below.

Please Note: Students will not be able to click ‘submit’ on their application until their transcripts are uploaded. Those students who are successful at the departmental level should be instructed by the unit to login to the online system and click ‘submit’ once their transcripts are uploaded.

Attachments:

  • NSERC Departmental submission sheet

  • Table I : Selection Criteria Indicators

  • Table 2: Criteria & Relative Weightings

  • Guidelines for the Verification of Applications

  • Guidelines for University Selection Committees


Please feel free to forward any further questions to my attention.

Thank you,

Katie Lindeman, Awards Officer (Federal)
School of Graduate Studies, University of Toronto
63 St. George Street, Room 202
Toronto, ON M5S 2Z9
P: 416-978-8260 F: 416-971-2864
katie.lindeman@sgs.utoronto.ca

Instructions for Using the SGSDrive: On the SGS homepage, go to Administrative Support - Restricted Access  – Manuals - SGSDrive. You will find a set-up guide and you will need to download and install a program called Cyberduck onto your computer. If you do not have administrative access to your computer, please ask your local IT department to assist. If you have trouble with the SGSDrive, please contact Yi Yang at yi.yang@sgs.utoronto.ca or 416-978-7363.

Once set up, and if you do not see your unit’s folder right away, follow the path: Secure\GradUnit\Your Division Number
(e.g., D3)\Your Unit Folder named based on your ROSI second org.

 

Vanier Canada Graduate Scholarship (CIHR, NSERC, SSHRC) (4-Sep-12)

To: Graduate Coordinators and Graduate Administrators

Cc: Luc De Nil, Vice Dean Students, School of Graduate Studies

From: Laura Stathopoulos, Senior Awards Officer, Graduate Awards Office

SGS Deadline for submission by Graduate Units: October 10, 2012

The Vanier CGS program aims to attract and retain world-class doctoral students by supporting students who demonstrate both leadership skills and a high standard of scholarly achievement in graduate studies in social sciences and humanities, natural sciences and engineering, and health.

Canadian and international students are eligible to be nominated for a Vanier CGS. In an effort to support students in broadening their research horizons and seeking new challenges, the Vanier CGS program strongly encourages candidates to pursue their studies beyond the university that granted their undergraduate and graduate degrees. Students wishing to apply for a Vanier CGS must do so through the Canadian university to which they are applying for doctoral studies. The Vanier CGS Scholarships are valued at $50,000 per annum for a maximum of three years.

2013 Program Changes and Reminders (Attached)

There are changes to the Vanier program this year which have been attached for your review. Please feel free to contact me should you require further information.

2013 Competition Timelines

August 2012: Activation of ResearchNet application
October 10, 2012: Nominations due to SGS from Graduate Units (application goes off‐line)
November 6, 2012: U of T deadline to submit Vanier nominations to federal granting agencies
April 2012: Communication of results to nominees by tri agencies

Eligibility for Nomination

To be considered for a Vanier CGS, applicants must:

  • be nominated by only one Canadian university, which must have received a Vanier CGS allocation;

  • be seeking financial support to pursue their first doctoral degree (or combined MA/PhD or MD/PhD);

  • intend to pursue, in the summer semester or the academic year following the announcement of results, full‐time doctoral (or combined MA/PhD or MD/PhD) studies and research at the nominating university;

  • have completed no more than 20 months of doctoral studies as of May 1, 2013 (see website);

  • have achieved a first‐class average (A‐), in each of the last two years of full‐time study or

  • equivalent; and

  • have not already received a doctoral‐level scholarship or fellowship from CIHR, SSHRC, or NSERC to undertake or complete a doctoral degree (or combined MA/PhD or MD/PhD).

2012-13 Vanier Quota

The Vanier allocations for the University of Toronto are provided below. Accordingly graduate units may each submit the following number of Vanier applications to the School of Graduate Studies this year:

Agency University Quota Graduate Unit Quota
CIHR 40 6
NSERC 19 2
SSHRC 22 2

Vanier Application Process

Please refer applicants to the Vanier website for eligibility requirements, nomination,and step‐by step application instructions.  Please note the following:

  • The ResearchNet application will be live and accessible by applicants until October 10.

  • Applicants have been instructed to contact their proposed graduate unit regarding internal deadlines and submission requirements.

  • Students may only complete one Vanier application and must choose to apply to for an NSERC, SSHRC or CIHR Vanier Award

  • Students will be expected to complete and electronically submit the online application to ResearchNet by the unit’s internal deadline

  • Students are required to provide the graduate unit with a paper copy of the complete application including all original transcripts (a current U of T transcript is required of all registered U of T students)

  • Please remind students to request transcripts and complete the “Identify Referee” task on ResearchNet well in advance. Referee assessments must be completed and submitted to ResearchNet before students can submit their application.

  • The students’ proposed research project and doctoral program of study must be eligible within the mandate of the agency to which the nomination will be submitted. If in doubt, or the application involves interdisciplinary fields of research, or disciplines that span the mandates of two or more of the federal research granting agencies, students are urged to seek confirmation in advance of submitting their application. Additional information on mandate and subject matter eligibility is available on the science.gc.ca website.

Electronic Access for Graduate Units

Again this year, graduate units will have the ability to view completed student applications electronically on ResearchNet. Applications are available in PDF which units can view and provide to their internal review committee.

Units should request ResearchNet access to view their specific applications and reference letters online, once all applications have been accepted by their internal deadline. Please provide your list to the respective SGS Award Officer as listed below. Granting access may take up to 48 hours.

Only those applications that have been officially “submitted” by the applicant to ResearchNet will be accessible for viewing (applications still in progress are not viewable).

If you already have a ResearchNet account, and have forgotten your account information, please do not register for a new account; you may request your forgotten password.

Submission Instructions for Graduate Units

Please provide the following documents on October 10 to the Graduate Awards Office via the SGSDrive:

  • An Institutional Nomination Letter in MS Word format for each candidate submitted within your quota (see website for detailed instructions). Please note: The Dean of Graduate Studies must sign the final nomination letter of the applicants selected by SGS to go forward and as such should be written in third person.

  • A scanned PDF of all original transcripts for each applicant–one file per applicant

  • An Excel spreadsheet listing the names, student number (if applicable) and rank of all quota applicants submitted to SGS.

  • Once the files have been deposited on the SGSDrive, email the appropriate Awards Officer at SGS for pick-up

  • Please use file naming convention of: Last name, First name_Sec org code_Letter or Transcript)

Questions

If you have questions regarding the Vanier Awards competition, please contact Vanier directly or the
appropriate Awards Officer at SGS:

SSHRC Vanier
Laura Stathopoulos, Senior Awards Officer (416) 978‐2150
laura.stathopoulos@utoronto.ca

NSERC Vanier
Katie Lindeman, Awards Officer, Federal (416) 978‐8260
katie.lindeman@sgs.utoronto.ca

CIHR Vanier
Fong Di Caterina, Awards Officer, Provincial (416) 978‐2205
fong.dicaterina@sgs.utoronto.ca

Vanier Program information
Tel.: 613‐943‐7777
Email: info@vanier.gc.ca

ResearchNet technical support
Tel.: 613‐941‐9080
Email: support@researchnet-recherchenet.ca

Instructions for Using the SGSDrive:
On the SGS homepage, go to Administrative Support > Restricted Access > Manuals > SGSDrive. You will find a set‐up guide and you will need to download and install a program called Cyberduck onto your computer. If you do not have administrative access to your computer, please ask your local IT department to assist. Once set up, follow the path: Secure\GradUnit\Your Division Number (e.g. D3)\Your Unit Folder named based on your ROSI second org.

If you require assistance using or gaining access to the SGSDrive, please contact Yi Yang at yi.yang@sgs.utoronto.ca or 416-978‐7363. 

 
 

CGS Michael Smith Foreign Study Supplements (16-Aug-12)

To: Divisions I, II, III, and IV - Graduate Coordinators, Graduate Administrators

From: Katie Lindeman, Awards Officer, Federal

The Canada Graduate Scholarships-Michael Smith Foreign Study Supplements (MSFSS) provides financial support to current Canada Graduate Scholarship (CGS) recipients to study abroad for a portion of their study program. Eligible students holding a CGS award may receive up to $6,000 for travel and accommodation to any eligible foreign university or research institution in the world.

Fall 2012 Deadline to SGS: Friday, September 21, 2012

Eligible candidates must submit their completed paper application and all supporting documents in hard-copy to the Graduate Awards Office by 4:00 pm. A list of required documents to be included is provided below.

Instructions for Graduate Units

While the University is assigned a maximum quota, there is no departmental quota for this award. Please have all eligible applicants submit their application directly to the Graduate Awards Office.

Competition Quota

Each federal agency has determined a quota of applications that the University of Toronto is permitted to put forward. Thus please note, not all complete and eligible applications will be forwarded if the number of application received exceeds the allocated quota.

Eligibility

To be eligible to apply for this funding opportunity, you must: 

  • be a Canadian citizen or permanent resident of Canada by the application deadline;

  • be registered at an eligible Canadian institution at the time of application;

  • undertake your proposed trip abroad no earlier than the competition deadline date, and no later than the last day of your CGS award tenure;

  • research study period abroad must be for a minimum of three months to a maximum of six months.

  • not hold or have held any other CGS-MSFSS during the course of your graduate studies; and

  • have accepted or hold one of the following awards:

    • a master’s- or doctoral-level Frederick Banting and Charles Best CGS (CIHR);

    • a master’s- or doctoral-level Alexander Graham Bell CGS (NSERC);

    • a master’s- or doctoral-level Joseph-Armand Bombardier CGS (SSHRC); or

    • a Vanier CGS.

 To remain eligible during the research study period abroad, you must:

  • hold an active CGS award at the time your research study period abroad starts;

  • be registered full time in a graduate research studies program at a Canadian institution for the duration of your research study period abroad;

  • take up the award within one year of receiving the notice of award for the CGS-MSFSS; and

  • return to complete your degree in Canada.

Value and Duration

The value of the CGS-MSFSS is up to $6,000, based on the information and budget justification provided in the application. Supplements are non-renewable.

How to Apply

Applicants must submit their completed application in hard-copy to the Graduate Awards Office.
Incomplete applications will not be considered.
Each application package must contain the following items:

1. Application Form:
Your submitted application must bear your original ink signature on the front page. Applications received by email or fax are not accepted. Please obtain your MSFSS application from the website of the granting council of which you hold your CGS award.

NSERC
CIHR
SSHRC(please note, you will be required to log in using your SSHRC account to access the application)

To complete the application form, you will require the following information:

Host Supervisor Information: the name and contact information of the host supervisor, and name and location of the foreign institution where you intend to pursue your research/study activities

Budget: a budget that provides estimates for costs of travel, living and other expenses during your research study period abroad (to a maximum of $6,000).You may include an additional one page attachment to further detail your proposed budget.

2. Intended Research Plan:
A maximum 2-Page description (this includes all references and citations) of your intended research activities during your research study period abroad (including objectives, methodology, timelines and expected outcomes), an indication of how this relates to your main graduate research topic, and a description of the potential benefits that you will derive from working at, or attending, the host institution in relation to your current research objectives.

3. Two Letters of Support:
letters must be submitted in signed and sealed envelopes, or emailed or faxed directly from the Supervisor to the Graduate Awards Office. Letters may only be a maximum of 1-Page in length, and must be submitted on official letter head. Any translations must be performed by a certified translator.

a) one letter from your current U of T Supervisor. Your supervisor must include a justification or explanation as to why this research travel is required to complete your thesis or dissertation; and
b) one letter from the host Supervisor. This letter must come directly from the host Supervisor, a letter of admissions as a visiting scholar is not sufficient. Additionally, this letter must detail any resources they will be able to provide you with - e.g. supervising time, equipment, access to labs, libraries, etc. and any additional financial support.

4. Consent Form:

All applicants are required to submit a signed copy of the Consent to Disclose Personal Information form. Please find the document at the following sites:

NSERC
CIHR
SSHRC

More Information

Please contact the council administering your CGS award for more information.

SSHRC
CGS-MSFSS Research Training Portfolio SSHRC
350 Albert Street P.O. Box 1610
Ottawa, ON K1P 6G4
Tel.: 613-943-7777
Email: fellowships@sshrc-crsh.gc.ca

NSERC
CGS-MSFSS Scholarships and Fellowships Division NSERC
350 Albert Street
Ottawa, ON K1A 1H5
Tel.: 613-995-5521 Email: schol@nserc-crsng.gc.ca

CIHR CGS-MSFSS Research Capacity Development CIHR
160 Elgin Street Ottawa, ON K1A 0W9
Tel.: 613-954-1968
Email: CGSMSFSS@cihr-irsc.gc.ca

 
 

Orientation

Departmental Orientations for Incoming Graduate Students (6-Jun-13)

To: Chairs/Directors/Coordinators
      Graduate Administrators

From: Karen McCrank, Programming Coordinator, SGS

CC: Kerri Huffman, Associate Director Student Services, SGS

This fall the University of Toronto will welcome almost 5,000new graduate students. The School of Graduate Studies (SGS) will be hosting Graduate Orientation 2013: http://uoft.me/2013grad on Tuesday, September 3, which includes a programs and services information fair, panel discussion about Making the Most of your Graduate Experience, and tours of the St. George Campus.          

Orientations organized at the departmental level are also essential for starting graduate students off on the right foot.

Building on previous years, SGS has a number of representatives to support departments during orientation. In particular, we want to ensure that graduate students are aware of the resources and programs that SGS offers to support them during their time at the University.

Speakers from SGS can give students detailed information about programs and services from which they can benefit, and on which they may have to rely. Presentations can be tailored to the needs of your particular department, but they cover such topics as:

  • Professional development (the Graduate Professional Skills program and its partners)

  • Financial support (travel grants, emergency loans, bursaries)

  • Student Life programs and services (OSL workshops, Grad Escapes)

  • Academic support (ELWS courses and workshops)

Importantly, having a speaker from SGS join your departmental orientation can help reassure students that if they have administrative questions or problems there are dedicated staff at SGS to help them.

If you would like to have a speaker from SGS attend your departmental orientation, or if you have any questions at all about SGS orientation plans, please contact our Orientation and Outreach Assistant, Rachael Pascoe at events@sgs.utoronto.ca.

Karen McCrank, MEd
Programming Coordinator
School of Graduate Studies, University of Toronto
66 Harbord St., Toronto, ON M5S 1G2
416-946-3497
karen.mccrank@sgs.utoronto.ca


 

SGS Orientation 2013 (16-May-13)

To: Graduate Coordinators; Graduate Administrators

From: Karen McCrank, Programming Coordinator SGS

CC: Kerri Huffman, Associate Director of Graduate Awards and Financial Aid

Attached, please find the flyer for SGS Graduate Orientation 2013. The event will take place at the JJR Macleod Auditorium in the Medical Science Building on Tuesday, September 3rd, 2013. Students will have the option of attending the Welcome and Panel Discussion in either the morning or afternoon. Students will also be able to choose between two different times for a tour of the St. George Campus.

We hope that this format will complement your departmental orientation activities (which may be scheduled in either the morning or afternoon) so that every graduate student will have the opportunity to attend the SGS Orientation.

Later this month, SGS will be sending an invitation to every incoming student by email. The email will provide a link to a web page where students will be asked to RSVP to either the morning or the afternoon session.

 
 

Advertising your Open House/Info Session on Gradschool Website (1-Oct-12)

To: Graduate Administrators

From: Zamiha Premji

CC: Student Services Officers

This is a reminder that we can advertise any of your upcoming Open Houses or Information Sessions on the gradschool website. We have an Events tab for exactly this purpose. The gradschool website attracts a large audience so if you have an event that you would like to advertise, please send me the details.

Thanks and regards,
Zamiha V. Premji
Recruitment and Admissions Officer
zamiha.premji@sgs.utoronto.ca
  

 

Updates to the Graduate Professional Skills Program and Orientation Outreach (14-Aug-12)

To: Graduate Coordinators & Graduate Administrators

From: Heather Kelly, Director of Student Services

CC: Karen McCrank, Programming Coordinator

I am pleased to announce that Karen McCrank has joined the School of Graduate Studies, Student Services as the new Programming Coordinator. Most recently, Karen worked at the Centre for Community Partnerships as the Co-Curricular Service-Learning Coordinator. At SGS, Karen will be responsible for graduate student life programming including the Graduate Professional Skills (GPS) program and other activities, such as Orientation.

Please see the list of programming updates below:

Changes to the Graduate Professional Skills Program

The School of Graduate Studies is pleased to announce two important new changes to the Graduate Professional Skills (GPS) Program:      

  1. The GPS program now accepts professional master’s students in addition to doctoral-stream students.

  2. The GPS program will be expanding its extensive list of offerings to include unique departmental and Faculty offerings for up to 5 GPS credits.

Currently, the GPS program has more than 70 approved offerings from our 20 program partners and almost 1500 registered students. We are looking forward to expanding the scope of the GPS program by making it available to all graduate students and working with you to identify appropriate departmental and Faculty GPS offerings. For more detailed information about the GPS program and its current list of offerings visit: http://uoft.me/gps. For more information on the GPS Program or, on including your departmental/Faculty offerings, please contact our Programming Coordinator, Karen McCrank (karen.mccrank@sgs.utoronto.ca).

Departmental Orientation Speaker Reminder

SGS is coordinating a team of speakers who will be available to give students detailed information about programs and services from which they can benefit. If you would like to have a speaker from SGS attend your departmental orientation, or if you have any questions at all about SGS orientation plans, please contact our Orientation and Outreach Assistant, Rory McKeown (rh.mckeown@utoronto.ca).

Heather Kelly
Director of Student Services

 

Recruitment

Hobson's Connect Training May 14-15 (15-Apr-13)

To: Graduate Administrators

From: Zamiha Premji, Recruitment and Admissions Officer

CC: Josie Lalonde, Associate Director, Student Services–Student Systems and Records

The School of Graduate Studies is seeking one Graduate Administrator from each of the Faculties to participate in a 2-day Training Session on Hobson’s Connect. You might recall the presentation about Hobson’s Connect at the last Graduate Administrator’s meeting on Feb. 21, 2013.

This is an exciting opportunity to learn how to use an interactive CRM software that will allow us to build, automate, execute and track admissions communications with prospective applicants from initial inquiry all the way to enrolment. Hobson’s Connect is currently used by several top-tier universities and colleges in North America and SGS expects to begin using it for the 2014-15 recruitment cycle.

Details for the Training Session

Dates: May 14-15, 2013
Time: 9am to 4pm (both days, with an hour for lunch, 12-1 pm)
Location: Room BL 417, Robarts Library, St. George Campus

We are limiting the initial training session to 17 individuals, one from each Faculty. These participants will take on the role of “Connect Administrators” representing their Faculties. The Connect Administrators will be responsible for managing communications between their own graduate unit and prospective students using the Connect system, as well as between their Faculty and prospective students. For example, if several graduate units from the same Faculty wish to use Connect, the Connect Administrator will liaise with the other graduate units in their Faculty to ensure that the messages of individual graduate units and/or the Faculty in general are conveyed appropriately to prospective students.

The training session will cover:

  • What Connect is (student-facing and admin-facing interfaces)

  • How to enter data

  • How to filter and export data

  • Communication Plans and Correspondence Templates (email, letters, mailings)

  • How to create reports

A more detailed agenda will be sent to participants closer to the training session.

If you are interested in participating in the 2-day training session, please let me know as soon as possible. Attendance on both days is mandatory.

Thank you,

Zamiha Premji
Recruitment and Admissions Officer
zamiha.premji@sgs.utoronto.ca

Fall Recruitment Events 2012-2013 (13-Sep-12)

To: Graduate Administrators

From: Zamiha V. Premji, Recruitment and Admissions Officer

CC: Student Services, School of Graduate Studies

Fall signals both the start of a new academic year, as well as the beginning of the next recruitment cycle!

To that end, please note that SGS will be holding a series of Online Chat Sessions and On-Campus Information Sessions throughout the Fall term and into the new year aimed at prospective graduate students, domestic and international, from both within and outside U of T. In addition, SGS will attend several Graduate Recruitment Fairs around the GTA and across Canada over the next few months. A calendar of these events can be found on the gradschool website under the Events tab.

Please take a moment to acquaint yourselves with these dates and direct any potential applicants to the gradschool website and the events page in particular.

If you have any questions or comments, please feel free to contact me.

Thanks and regards,

Zamiha Premji
Recruitment and Admissions Officer
zamiha.premji@sgs.utoronto.ca  

  

Registration & Enrolment

PhD Candidacy (30-May-2013)

To: Graduate Coordinators and Graduate Administrators

From: SGS Student Services

CC: Josie Lalonde, Associate Director, Student Systems and Records

It is time to assess the Candidacy Achieved status for your graduate unit’s doctoral students. To help you with this assessment, we have placed your candidacy assessment list for this session in your graduate unit’s SGSDrive folder.

*For instructions on using the SGSDrive, please refer to this memo.
**If there is not a list in the SGSDrive folder, there are no students in this situation in your unit.

Doctoral students are subject to the School’s policy on Timely Completion of Graduate Program Requirements. PhD or professional doctoral students are expected to complete all program requirements exclusive of thesis by the following point in the program:

PhD, four year program                                                                 End of third year
PhD, five year program (direct entry and master's transfers)        End of fourth year
PhD, flex time                                                                                End of fourth year *
Professional doctoral programs–full-time                                    End of third year
Professional doctoral programs–part-time                                   Within four years of initial registration

*Candidacy achievement time limits apply to flexible-time and professional doctoral programs effective 20119. As such, students in these programs will not yet appear in these lists.

Please assess the Candidacy Achieved status of each student on your list and forward one of the following:

  • For students who have achieved candidacy: Doctoral Candidacy Recommendation form. You may also submit this form at any time if a student has achieved candidacy early, or achieved candidacy before an approved extension has expired. This will ensure that the notation is recorded on their transcript.

  • For students who are not expected to achieve candidacy within the time limit, but are expected to complete within an extension period: Extension to Achieve Candidacy form

  • A request for termination (refer to termination procedures for more details)

Note: Students approaching their deadline to achieve candidacy will not be rolled over to INVIT status unless SGS receives Doctoral Candidacy Recommendation form or an Extension to Achieve Candidacy form. Please inform students whose names appear on the lists that they will not be allowed to register if they have not achieved doctoral candidacy or received a candidacy extension. Once the graduate unit submits a candidacy achievement or extension form to SGS, your divisional SSA will create an INVIT record for the student.

The notation Candidacy Achieved will appear on the transcript of students who have completed the above mentioned program requirements.

For your reference, we have included all 3rd and 4th year doctoral students in the lists. The lists indicate whether students must achieve candidacy in 2 sessions, 1 session, or by the end of the current session. They also indicate if a student is currently on leave.

The titles of the lists are:
2013-05-30 – [Unit] 20135 Candidacy Assessment.xlsx
2013-05-30 – [Unit] Program Extension Conditions.xlsx

The Outstanding Program Extension Conditions report includes ALL currently registered doctoral students with an unfulfilled SR* condition.

Deadlines

1. Achieving Candidacy
Doctoral Students on this list are expected to achieve Candidacy by the last day of the session indicated. Please inform SGS one month in advance as to whether:

  • the student has completed (or will complete by the end of the session indicated) all requirements of the degree exclusive of the thesis or;

  • the student has been granted a 12 month extension. The student must complete the Extension to Achieve Candidacy form along with written documentation as to the reason for the extension and a plan for completion of requirements within the next 12 months, or;

  • The unit is recommending termination of the student’s candidacy in the program. Refer to SGS termination procedures for more details. Students whose candidacy has been terminated have the right to appeal to the SGS Graduate Academic Appeals Board. Students should also be given the option to withdraw from the program; however, students who withdraw from the program do not have the right to appeal.

If the graduate unit does not inform SGS that a student has achieved candidacy or received an extension by the end of the session indicated, that student will be excluded from the registration rollover for future sessions.

Should the student subsequently achieve candidacy or be granted an extension, please forward documentation to your Student Services Officer at SGS so that the student may be registered.

2. Expiry Dates for Extensions to Achieve Candidacy
If a student is on a program extension (indicated by an SR1 or SR2 condition), please inform SGS one month before the condition expires as to whether:

  • the student has completed (or will complete by the expiry date) all requirements of the degree exclusive of the thesis or;

  • the graduate unit is recommending a Second Extension (requires the approval of the Admissions and Programs Committee); or

  • The unit is recommending termination of the student’s candidacy in the program. Refer to SGS termination procedures for more details. Students whose candidacy has been terminated have the right to appeal to the SGS Graduate Academic Appeals Board. Students should also be given the option to withdraw from the program; however, students who withdraw from the program do not have the right to appeal.

For Program Extension conditions affecting Fall session registration, please forward any documentation to your SGS Student Services Officer by early July 2013 so that an INVIT may be created in time for invoices and registration.

If we do not receive a response by the deadline, the student’s registration will not be rolled over to the fall/winter session.

If you have any questions, please contact your SGS Student Services Officer or Assistant. Thank you.

Josie Lalonde
Associate Director, Student Systems and Records
josie.lalonde@utoronto.ca

 

Summer Registration and Preparation for Fall Registration (8-May-2013)

To: Graduate Administrators

From: Josie Lalonde, Associate Director, Student Systems and Records

CC: SGS Student Services

Summer records for continuing graduate students were created on March 13th. A full list of summer records with registration and fees statuses may be retrieved using a ROSI registration download (we recommend the basic registration download 4 F C for Entire Connect, 4 F D for TSO). Students with “Y” in the summer exemption indicator field have had their fees waived for the summer based on their registration in the 20129 and 20131 sessions. Students with an “N” in the summer exemption field have been charged fees. Students who did not register full-time for at least one of the fall and winter sessions, or part-time for both, must pay summer fees. A list of students who were excluded from the March “rollover” because of outstanding conditions, time limits, graduation, candidacy requirements etc. has been placed in your folders on the SGSDrive (see instructions on using the SGSDrive).

Note: Students with outstanding admissions conditions (severe and non-severe) were not rolled over for the summer. If the conditions have since been cleared and a student needs to be registered for the summer, please contact your Student Services Assistant.

Graduate Awards

May 2013

  • Graduate students are encouraged to receive payment via direct deposit. May installments will be posted to the student’s fees account and automatically put towards tuition and/or any outstanding charges.

September 2013

  • Incoming and continuing graduate students are strongly encouraged to record their direct deposit information on ROSI to ensure timely receipt of award funds.

  • September 2013 awards payments (for both internal and external awards) will be directly deposited into students’ bank accounts upon registration. If a student does not have banking information set up on ROSI, a cheque will be automatically sent to the address recorded on ROSI.

  • The January 2014 and May 2014 instalments will be posted to the student’s fees account and will automatically be put towards tuition and/or any outstanding charges. If the award amount exceeds the total tuition fees charged to the account, the student will be issued a refund in the amount of the balance owing. If the award amount is less than the total amount owed, students must pay the difference by the registration deadline to avoid paying service charges.

Canada/Ontario Student Loans

  • To be eligible for interest-free status on previous loans, students must be registered in 60% of a full course load or greater in each term. Students with documented permanent disabilities are eligible with a course load of 40% or greater in each term. To maintain interest-free status for the 2013 summer period, a Schedule 2 form must be signed by August 31, 2013. Students should fill out a Schedule 2 form once they are registered for the summer term to avoid payment of loans and interest charges.

Enrolment

  • Students must be registered and enrolled in at least one academic activity (course) to be counted for funding or tax credit purposes.

  • The last date for enrolment in first term and full summer courses is May 10. On May 15

  • SGS will cancel (FINCA) the registrations of any students who are registered (normally because of waived fees) and who have not yet enrolled in courses.

  • You can generate a list of students who have not yet enrolled in courses by using 4 B B A for the 20135 session, remembering to enter your unit as the secondary org. The list will not include research students who will already have RST9999Y loaded to their summer program.

  • In early July, Student Accounts will cancel (FINCA) any records of students who are still at INVIT status. We will send you the exact date once we have that information from Student Accounts.

  • The use of RST8888Y is restricted only to students in course work programs who have been granted an SDF in a winter course and are in no other summer courses. It should not be used for projects or for extended courses. Please remember that a grade of CR must be assigned to RST8888Y.

  • For students who do not enrol in courses via ROSI, there should be a signed Course

  • Add/Drop form in the student file.

Deadlines

  • The deadline for enrolment in May-June and May-August courses is May 10. The deadline for enrolling in July-August courses is June 21.

Note:  if students in coursework programs taking only July-August courses have not enrolled in courses with a status of APP (approved) by May 10, their registration will be cancelled. If they need to enrol between May 11 and June 21, please change the FINCA status to INVIT and let SGS know so that a fee adjustment can be made if necessary.

  • The deadline for dropping May-June courses is May 31; for May-August courses June 21 and for July-August courses July 19.

  • Requests for late course adds or drops must be sent to SGS for review and processing. Please send a Course Add/Drop form and accompanying explanation from the graduate coordinator and course instructor.

Note: Refund deadlines are different for part-time special students. Please ensure students go to www.fees.utoronto.ca for deadlines and fee refund schedules.

Off-Campus

  • Students who must maintain continuous registration and who will be off-campus for the summer session should advise their graduate unit and change their mailing address on ROSI.

  • If an international student who pays UHIP fees has been off campus for more than six months, the student may be eligible for a partial refund of UHIP fees. The graduate unit should give the student a letter confirming the dates that the student has been off campus and the student should take the letter to the UHIP Office at the Centre for International Experience.

Preparation for Fall Registration

Clearing Conditions for New Students:

  • Continue to clear conditions on ROSI throughout the summer by entering “the satisfied date” on 4 A E C and “OOF” on 3 D A.

  • New students who do not clear severe conditions by the end of August will not be able to register, even if they pay fees.

Responses to Admissions Decisions:

  • Enter an applicant’s response to a decision on 3 D A – refer to the Student Services and ROSI Manual for detailed instructions.

  • If negative responses are not entered, applicants will still be invoiced for all programs for which they have received an Offer of Admission.

  • Units can review the responses to decisions for all units to which an applicant has applied by viewing the status code on 3 C C. The graduate unit can obtain information on their own applicants by using the admissions download on 3 F C.

Note: for students being admitted in September but who wish to start research in the summer, please enter an N02 response and then admit them for the summer session (add INVIT status) and let SGS know. Additional processing may be required to manage their September registration and fees. See “Section 5.20: Summer Registration for New Admits” in the Student Services and ROSI Manual.

If a new student is registered during the summer, the student will be considered in the first year of the program as of May 2013. This will have an impact on guaranteed funding.

Students Returning After an Absence

  • Students returning from a leave or a lapse must have their registration record (INVIT) for either the Summer or Fall created by SGS. Do not use the admission process to create an INVIT as it creates problems with online calculations and OCGS statistics. The admission process should be used only for newly admitted students or approved “re-admissions” to a program.

Please let us know if you have any problems. Your divisional Student Services Assistant and Student Service Officer will be pleased to help. Thank you.

Josie Lalonde
Associate Director, Student Systems and Records
josie.lalonde@utoronto.ca

 

Students Starting in Summer 2013 with Outstanding Conditions (29-Apr-2013)

To: Graduate Administrators

From: Josie Lalonde, Associate Director, Student Systems and Records

CC: SGS Student Services

Students admitted with severe conditions will not be allowed to register until the severe condition has been cleared in ROSI. Students admitted with non-severe conditions may register but are normally expected to clear the conditions within a session in order to continue.

If your unit has newly admitted or continuing students with severe or non-severe conditions in 20135, you will find a list of these students in your SGSDrive folder. See instructions on using the SGSDrive.

Note: if there is not a list in the SGSDrive folder, there are no students in this situation in your unit.

It is important to note that because graduate units may make conditional offers to applicants who have submitted scanned transcripts or have not completed the test of English language proficiency, keeping track of outstanding conditions is important. Your vigilance is required to ensure that severe conditions are satisfied by the registration deadline and that non-severe conditions are satisfied by the date which was specified in the letter of offer.

If an extension has not been approved for satisfying outstanding severe and non-severe conditions, please send a request to de-register the student to SGS.

Most of these are admissions conditions, such as completion of a Bachelor’s or Master’s degree. Before clearing such conditions, make sure you have received the proper official documentation, such as an official final transcript indicating the conferral of the degree.

Note: Please disregard extension conditions (SR1, SR2, SE1, SE2), and dual registration conditions--these conditions will be dealt with by SGS. If you have questions about these codes, please contact your SSA.

Viewing the Text for an Admission Condition Code on ROSI:

  • Enter 3 C, then enter C and the student number.

  • Select the line with the ADD candidacy by entering an S in the Action field, and press ENTER.

  • On the “Manage Candidacy Data” screen, enter Y beside “Messages” and N in all other fields, and press ENTER.

  • On the “View Candidacy Coded Messages” screen, select the code you wish to view by placing the cursor under it and pressing ENTER.

  • On the “Maintain Candidacy Coded Messages” screen, enter Y beside “View Message Text” and press ENTER.

Clearing the Condition:

  1. Enter a “satisfied date” on 4 A E C.

  2. Enter the final candidacy code OOF on 3 D A (see Section 5.11 in the Student Services and ROSI Manual.

 
Thank you,
Josie Lalonde
Associate Director, Student Systems and Records
josie.lalonde@utoronto.ca

 

Time Limit for Coursework Extensions Fall 2012 (2-Apr-13)

To: Graduate Administrators

From: Josie Lalonde, Associate Director, Student Systems and Records

CC: SGS Student Services

The deadline for grade submissions to replace SDF reports assigned at the end of the 2012 Fall session is May 10, 2013.

Course extensions beyond the May 10, 2013 deadline require the approval both of the graduate unit and the SGS Admissions and Programs Committee. Graduate units proposing the continuation of an extension beyond May 10, 2013 must submit a petition on behalf of the student to SGS, together with supporting documentation.

After May 10, 2013, SGS will contact the graduate unit to request submission of the grade to replace the SDF--unless:

  1. The graduate unit has entered a final grade report in ROSI to replace the SDF, or

  2. The SGS Admissions and Programs Committee has approved a petition from the graduate unit to continue the extension.

Please note that a report of INC is a final and permanent transcript entry which may only be granted upon approval of the graduate unit review committee and SGS. In all cases of incomplete course work, the graduate unit must submit whatever grade has been earned; blanks, NGA, or INC notations should not be accepted. See guidelines for the correct use of INC (SGS decanal memo #006, 2008-2009).

If you have any questions, please do not hesitate to contact your Student Services Officer.

Thank you,
Josie Lalonde
Associate Director, Student Systems and Records
josie.lalonde@utoronto.ca

 

Winter 2013 Grade Collection - Memo for Administrators (28-Mar-13)

To: Graduate Administrators

From: Josie Lalonde, Associate Director, Student Systems and Records

CC: SGS Student Services

I would like to highlight a few things to keep in mind when entering grades for the Winter 2013 session.

  • Grades for Winter 2013 courses must be entered on ROSI by May 10, 2013. Students will be able to view their grades by using the Student Web Service on May 15, 2013.

  • Course instructors and graduate coordinators must approve all grades before they are entered on ROSI. For students who intend to graduate in June 2013, grades must be approved and entered by April 19, 2013.

  • In all cases of incomplete course work, instructors should submit to their graduate unit whatever grade has been earned; blanks, NGA, or INC notations should not be accepted. INC may only be assigned by the graduate unit review committee or SGS Vice-Dean on the basis of incomplete course work in special circumstances (e.g. medical reasons or when there are no grounds for assigning a failing grade). See guidelines for the correct use of INC (SGS decanal memo #006, 2008-2009).

  • To produce Grade Collection Lists on ROSI use direct command 4 B C F C. For detailed instructions, refer to the SGS ROSI Manual, procedure 6.5 Grade Lists. To enter and approve grades for one activity use direct command 4 C A A B. For detailed instructions, refer to the SGS Student Services and ROSI Manual, procedure 6.1 Grades and Late Grades. Please note that the only non-grade reports that graduate units should enter are CR/NCR and SDF. An INC should only be used in consultation with your SSO at SGS.

  • If an instructor adds the name and grade of a student not shown on the list, the addition of the course to the student's program should be sent to SGS with an explanation for the late addition of the course.

Note: Grades should not be left blank. SDF (Standing Deferred) should be assigned by a graduate unit review committee to a student who has been granted an extension for the completion of course work beyond the SGS deadline for completion of course work, pending receipt from the instructor of a final course report. Copies of approved petitions for coursework extensions must be kept in the student’s file. SDF is not considered for averaging purposes and carries no credit. It must be replaced by a final grade by the next SGS deadline of September 13, 2013 for completion of course work. If it is not replaced by September 13, 2013, SGS will contact the graduate unit to request submission of the grade.

Non-Grade Reports

  • SDF (Standing Deferred) should be assigned by a graduate unit review committee to a student who has been granted an extension for the completion of course work beyond the SGS deadline for completion of course work, pending receipt from the instructor of a final course report. Copies of approved petitions for coursework extensions must be kept in the students’ file. SDF is not considered for averaging purposes and carries no credit.

  • INC (incomplete) is assigned as a final report by a graduate unit review committee or SGS Vice- Dean on the basis of incomplete course work in special circumstances (e.g., medical reasons or when there are no grounds for assigning a failing grade) INC carries no credit for the course and is not considered for averaging purposes.

  • IPR is a system-generated grade for continuous courses and should not be entered by graduate units except for approved extended courses. If you have any approved continuous course which has not yet been set up in ROSI, please contact me.

  • WDR is entered by SGS only when a graduate unit review committee approves and submits to SGS, a request for late withdrawal from a course due to extenuating circumstances.

Please contact your Student Services Assistant or Officer if you have any questions.

Thank you,
Josie Lalonde
Associate Director, Student Systems and Records
josie.lalonde@utoronto.ca

 

Winter 2013 Grade Collection - Memo for Faculty (28-Mar-13)

 

To: Graduate Faculty Teaching “H” and “Y” Winter 2013 Courses

From: Josie Lalonde, Associate Director, Student Systems and Records

CC: SGS Student Services

The following instructions are to be used as a guide in completing Grade Collection Lists:

1. Please submit your grades to your unit by the deadline they have set and communicated to you. Your graduate coordinator and administrator need sufficient time to approve grades and enter them in ROSI. Students will be able to check their grades on the Student Web Service (ROSI) on May 15, 2013.

2. For students graduating in June 2013, grades must be approved and entered on ROSI by April 19, 2013.

3. In all cases of incomplete course work, instructors should submit to their graduate unit whatever grade has been earned; blanks, NGA, or INC notations should not be accepted. INC may only be assigned by the graduate unit review committee or SGS Vice- Dean on the basis of incomplete course work in special circumstances (e.g. medical reasons or when there are no grounds for assigning a failing grade). See guidelines for the correct use of INC (SGS decanal memo #006, 2008-2009).

4. For graduate students, please record your final grade according to the University Grading Practices Policy. Note: the grading scale in the Blackboard grade book is the undergraduate grading scale. Please use the graduate scale below:

Letter Grade Scale Numerical Scale of Marks

A+     90–100%
A       85–89%
A-      80–84%
B+     77–79%
B       73–76%
B-      70–72%
FZ     0–69%

If a graduate has been approved for such grading, you may also use:

CR Credit
NCR No Credit

Note: Letter grades must be used for grading graduate students. If a numerical grade is assigned to a graduate student in an undergraduate course, it will be converted to a letter grade using this scale. If an undergraduate student is enrolled in a graduate course, they should be assigned a numerical grade according to this scale.

Non-Grade Reports

  • INC (incomplete) is assigned as a final report by a graduate unit review committee or SGS Vice-Dean on the basis of incomplete course work in special circumstances (e.g., medical reasons or when there are no grounds for assigning a failing grade) INC carries no credit for the course and is not considered for averaging purposes.

  • SDF (Standing Deferred) is assigned by a graduate unit review committee to a student who has been granted an extension for the completion of course work beyond the SGS deadline for completion of course work, pending receipt from the instructor of a final course report. A final course report is due no later than the next SGS deadline for completion of course work and grade submission following the original one for the course. If, by that date, a final grade is not available and the student has not submitted the outstanding course work, then the report of ‘SDF’ will be replaced by a final report of ‘INC’. SDF carries no credit for the course and is not considered for averaging purposes.

  • IPR (In Progress) is an interim grade generated by ROSI for a course that is in progress for more than one session, i.e. a full year course or a course that is continuous over several years. Graduate units should not use IPR as a grade report.

  • WDR (Withdrawal Without Academic Penalty) is assigned by the graduate unit review committee, when there are extenuating circumstances, upon approval of the student's request for late withdrawal from a course. It carries no credit for the course and is not considered for averaging purposes.

5. For undergraduate students taking graduate courses, grades must be assigned from the fully refined letter grade scale (A+, A, A-, B+, B, B-, C+, C, C-, D+, D, D-, F) including the numerical scale of marks, consisting of integers from 0 to 100 or, if appropriate, from the CR/NCR scale. Undergraduate students are indicated on the grade list under the Program code e.g. BA, BSC, BASC etc.

6. If you have a grade for a student who is not on your list, please clearly add the student number, name and grade to the list.

7. Please sign and date the form and return it to the Chair of your graduate unit. You may wish to make a copy for your records.

Thank you,
Josie Lalonde
Associate Director, Student Systems and Records
josie.lalonde@utoronto.ca

 
 

Winter 2013 Grade Collection - Memo for APSC Administrators (28-Mar-13)

To: Graduate Administrators in the Faculty of Applied Science and Engineering

From: Josie Lalonde, Associate Director, Student Systems and Records

CC: SGS Student Services

I would like to highlight a few things to keep in mind when entering grades for the Winter 2013 session:

As you know, the Registrar’s Office in the Faculty of Applied Science and Engineering has extended the use of its grade collection system to graduate courses. SGS has modified the grade entry and approval procedures to accommodate the electronic submission of grades. If you have questions about the procedures outlined below, please contact Josie Lalonde.

Grade Collection and Approval

Instructors may load their grades in the APSC grades database. Grades must be entered by no later than May 6, 2013 for 20131 section courses. Once the grades have been entered, the Office of the Faculty Registrar will “upload” the grades to ROSI as “unapproved”. The graduate unit must then review the grades and process approved grades in ROSI May 7 to 10, 2013 so that students can view their grades on the Student Web Service on May 15, 2013.

For students who intend to graduate in June 2013, grades must be approved and entered by April 19, 2013.

In all cases of incomplete course work, instructors should submit to their graduate unit whatever grade has been earned; blanks, NGA, or INC notations should not be accepted. INC may only be assigned by the graduate unit review committee or SGS Vice-Dean on the basis of incomplete course work in special circumstances (e.g. medical reasons or when there are no grounds for assigning a failing grade). See guidelines for the correct use of INC (SGS decanal memo #006, 2008-2009).

  • Instructors who do not wish to use the electronic submission system should contact the graduate administrator for a paper grade submission report. Grades for students not in the database must be submitted on the Grade Submission Form available on the SGS website. The graduate unit should forward that form with explanation to SGS Student Services.

  • Graduate administrators monitor the website of the Office of Faculty Registrar for those courses with complete grades loaded in ROSI. The list may also be viewed in ROSI (4 C A A E). Once all grades are recorded, a Grade Collection List should be produced (4 B C F C) and the grades and requests for SDF and INC submitted for approval by the graduate unit review committee. After approval the graduate coordinator, chair or designate should sign the list as would be the case for manually entered grades.

  • If all the grades have been entered and if all have been approved, the entire course can be approved using the ROSI screen 4 C A A E. If only individual grades have been approved or if any grades are missing, the grades must be approved one by one using 4 C A A B.

Note: Staff should monitor for courses with incomplete grades. There is no flag in ROSI for courses with incomplete grades though a list of individual students with blank grades can be generated using the screen at 4 B C F F.

Only letter grades can be entered or approved for graduate students by the graduate unit. Please note that the only non-grade reports that departments should enter are CR/NCR and SDF. An INC should only be used in consultation with your SSO at SGS. For undergraduate students taking graduate courses, percentage grades must be entered by the graduate unit. Other non-grade reports or grade changes must be submitted to SGS.

If an instructor does not wish to use the online system graduate administrators may produce a Grade Collection List. The grades must be approved before the graduate administrator enters and approves them using 4 C A A B.

Non-Grade Reports

  • SDF (Standing Deferred) should be assigned by a graduate unit review committee to a student who has been granted an extension for the completion of course work beyond the SGS deadline for completion of course work, pending receipt from the instructor of a final course report. SDF is not considered for averaging purposes and carries no credit. Copies of approved petitions for coursework extensions must be kept in the student file. SDF must be replaced by a final grade by the next SGS deadline September 13, 2013 for completion of course work. If it is not replaced by September 13, 2013, SGS will contact the graduate unit to request submission of the grade.

  • INC (Incomplete) is assigned as a final report by a graduate unit review committee or SGS Associate (Vice) Dean on the basis of incomplete course work in special circumstances (e.g. Medical reasons or when there are no grounds for assigning in a failing grade). INC carries no credit and is not considered for averaging purposes.

  • IPR is a system-generated grade for continuous courses and should not be entered by departments. ROSI adds the continuous course automatically to the student’s record for every session with a grade of IPR, until the department enters a final grade.

  • WDR is entered by SGS only when a graduate unit review committee approves and submits to SGS, a request for late withdrawal from a course due to extenuating circumstances.

Note: Please inform all instructors of graduate courses that care should be taken if using Blackboard Gradebook to handle student grades. The current version of Blackboard allows grades to be entered as letters as well as numbers, but the default conversion between the two uses the U of T undergraduate grading scale. Though the correct equivalencies can be programmed, we strongly recommend that if Gradebook is used, only numeric grades be used both at entry and in reporting. Conversion to letter grades should be done by hand, only after the final mark is calculated, before submission to SGS via the department (note that letter grades are required reporting for graduate students, whereas numeric grades are the norm for undergraduates in graduate courses).

Thank you,

Josie Lalonde
Associate Director, Student Systems and Records
josie.lalonde@utoronto.ca

 

Winter 2013 Grade Collection - Memo for APSC Faculty (28-Mar-13)

To: Graduate Faculty Teaching “H” and “Y” Winter 2013 Courses in Applied Science and Engineering Graduate Programs

From: Josie Lalonde, Associate Director, Student Systems and Records

CC: SGS Student Services

Since Fall 2006, instructors in the Faculty of Applied Science and Engineering have been able to submit grades in graduate courses using the same electronic system as for their undergraduate courses. Instructions are included below. Instructors who do not wish to use the system should contact their graduate administrator for a Grade Collection List.

Important Notice:

  • Grades for a course will not be loaded to ROSI unless all grades are entered. If a student has not attended, please submit a failure.

  • Grades must be submitted by no later than May 6, 2013 to allow for review and approval in the graduate unit from May 7 to 10, 2013 and release to students on May 15, 2013.

  • For students who intend to graduate in June 2013, grades must be approved and entered by April 19, 2013.

  • All grade revisions must be submitted to SGS for approval.

  • In all cases of incomplete course work, instructors should submit to their graduate unit whatever grade has been earned; blanks, NGA, SDF or INC notations should not be accepted. INC may only be assigned by the graduate unit review committee or SGS Vice-Dean on the basis of incomplete course work in special circumstances (e.g. medical reasons or when there are no grounds for assigning a failing grade). See guidelines for the correct use of INC (SGS decanal memo #006, 2008-2009).

Submitting Grades  

   1. Grades should be entered in the APSC electronic marks system by no later than May 6, 2013. The deadline for units to enter Winter session grades manually in ROSI or to mark electronic grades as “approved” is May 10, 2013 but your graduate administrator may need you to submit grades by an earlier date to allow time for processing. Students will be able to check their grades by using the Student Web Service on May 15, 2013.

2. The “H” (half) or “Y” (full) in the course number represents the weight of the course overall. The Section code designates the period of time in which the course is held. Section “Y” represents a course held over a full year, “S” represents a course offered in the Winter session only regardless of weight.

3. Only letter grades can be entered or approved for graduate students by the graduate unit. Please note that the only non-grade reports that units should enter are CR/NCR and SDF. An INC should only be used in consultation with your SSO at SGS. For graduate students, please record your final grade according to the following University Grading Practices Policy:

Letter Grade Scale Numerical Scale of Marks

A+     90–100%
A       85–89%
A-      80–84%
B+     77–79%
B       73–76%
B-      70–72%
FZ      0–69%

If a graduate course has been approved for such grading, you may also use:

CR Credit
NCR No Credit

Non-Grade Reports:

  • INC (Incomplete) assigned as a final report by a graduate unit review committee or SGS Vice Dean on the basis of incomplete course work in special circumstances (e.g., medical reasons or when there are no grounds for assigning in a failing grade). INC carries no credit and is not considered for averaging purposes.

  • SDF (Standing Deferred) may be assigned by a graduate unit review committee to a student who has been granted an extension for the completion of course work beyond the SGS deadline for completion of course work, pending receipt from the instructor of a final course report. It must be replaced by a final grade by next SGS deadline (September 13, 2013) for completion of course work. SDF is not considered for averaging purposes and carries no credit. If it is not replaced by September 13, 2013, SGS will contact the graduate unit to request submission of the grade.

  • IPR is an interim grade generated by ROSI for a course that is in progress for more than one session, (i.e., a full year course or a course that is continuous over several years). Graduate units and instructors should not use IPR as a grade report.

  • WDR is entered only by SGS when a graduate unit review committee approves and submits to SGS a request for late withdrawal from a course due to extenuating circumstances. It carries no credit for the course and is not considered for averaging purposes. Graduate units should not use WDR as a grade report.

4. For undergraduate students, grades may be assigned from the numerical scale of marks, consisting of integers from 0 to 100 or, if appropriate, from the CR/NCR scale. Undergraduate students are indicated on the grade list under the Program code e.g. BA, BSC, BASC etc.

5. If you have a grade for a student who is not on your list, please submit the grade in writing to your graduate administrator, preferably on the SGS Grade Submission Form.

Note: Care should be taken if using Blackboard Gradebook to handle student grades. The current version of Blackboard allows grades to be entered as letters as well as numbers, but the default conversion between the two uses the U of T undergraduate grading scale. Though the correct equivalencies can be programmed, we strongly recommend that if Gradebook is used, only numeric grades be used both at entry and in reporting. Conversion to letter grades should be done by hand, only after the final mark is calculated, before submission to SGS via the graduate unit (note that letter grades are required reporting for graduate students, whereas numeric grades are the norm for undergraduates in graduate courses).

Thank you,

Josie Lalonde
Associate Director, Student Systems and Record
josie.lalonde@utoronto.ca

 

Program Extension Lists 20131 (6-Mar-13)

To: Graduate Administrators

From: Josie Lalonde, Associate Director, Student Services–Student Systems and Records

CC: SGS

SGS has produced a list of students who are in their last permitted registration session in 20131. Students who appear on this list will not be rolled over to the Summer session when the summer rollover takes place at the end of March.

The list also includes students whose last permitted registration will be in 20135. These students will not be rolled over to the Fall session when the Fall/Winter rollover takes place in late May.

If there are students in your graduate unit who are in their last permitted registration session, you will find a list in your SGSDrive folder. If you do not see a list, then there are no students from your unit in this situation. Access the SGSDrive following these instructions.

The list identifies students as PhD students, Flexible-Time PhDs, Professional Doctoral students and Master’s students. Each category falls into a different set of program extension regulations, which differ depending upon the session in which the student began their program.

Before each rollover (Summer and Fall/Winter), please contact these students to determine whether they need to request a program extension. They must request a program extension unless they are graduating at the end of the last permitted registration session. They do so by completing a program extension form and submitting it to the unit. The form includes a section that must be filled out by the student’s supervisor. It can be found in the Forms for Students section of the SGS website.

Students who do not wish to request a program extension may lapse and seek reinstatement according to the regulations of the year in which they were admitted. Please refer to the Student Services and ROSI Manual, Section 5.62 – Reinstatements, for more information.

Program Extension Regulations

PhD Students

Students who began their program after September 1, 2010:   

  • After 6 years (7 for direct-entry), students must apply annually for extensions to a maximum of 4 years.

  • The first two extension requests require approval of the graduate unit; the second two require both graduate unit and SGS approval.

  • Registration beyond the 4-year extension period will not be permitted.

  • In the extension years, students pay fees at 50% of the domestic rate plus FT sessional incidental and ancillary fees.

  • Extension arrangements are made via the Program Extension (current regulations) form.      

Students who began their program prior to September 1, 2010:

  • Students may “opt-in” to the current extension arrangements via the Program Extension (current regulations) form or they may follow the regulations that were in place when they began their program (see Student Services and ROSI Manual, Section 5.67 Extensions).

  • PhD students who are currently on an approved extension who wish to opt-in to the new arrangements once their current extension expires will be considered by the graduate unit and SGS on a case-by-case basis. The new extension arrangements may not be applied retroactively.

Flexible-Time PhDs and Professional Doctoral Students

Students who began their program after September 1, 2011:   

  • After 6 to 8 years (as specified by the program), students must apply annually for extensions to a maximum of 4 years. Professional doctoral students have time limits of 5 to 6 years.

  • The first two extension requests require the approval of the graduate unit; the second two require both graduate unit and SGS approval. Registration beyond the four-year extension period will not be permitted.

  • In the extension years, students pay fees at 50% of the domestic rate plus FT sessional incidental and ancillary fees. Part-time doctoral students on extension continue to be charged part-time fees.

  • Extension arrangements are made via the Program Extension (current regulations) form.


Students who began their program prior to September 1, 2011:

  • Students may “opt-in” to the current extension arrangements via the Program Extension (current regulations) form or they may follow the regulations that were in place when they began their program (see Student Services and ROSI Manual, Section 5.67 Extensions).

  • Students who do not “opt-in” and seek a program extension will be assessed full-time Fall/Winter program fees for the extension period and must request their extension via the Program Extension (prior regulations) form.

Master’s Students

Students who began their program after September 1, 2011:   

  • After 3 years for full-time students (6 years for part-time), students must apply annually for extensions to a maximum of 3 years.

  • The first two extension requests require the approval of the graduate unit; the third requires both graduate unit and SGS approval Registration beyond the third-year extension period will not be permitted.

  • In the extension years, students pay fees at 50% of the domestic rate plus sessional incidental and ancillary fees. Part-time master’s students on extension continue to be charged part-time fees.

  • Extension arrangements are made via the Program Extension (current regulations) form.

Students who began their program prior to September 1, 2011:

  • Students may “opt-in” to the current extension arrangements via the Program Extension (current regulations) form or they may follow the regulations that were in place when they began their program (see Student Services and ROSI Manual, Section 5.67 Extensions).

  • Students who “opt-in” also opt in to the new time limits.

  • Students who do not “opt-in” and seek a program extension will be assessed full-time Fall/Winter program fees for the extension period and must request their extension via the Program Extension (prior regulations) form.

Please contact your Student Services Officer or Student Services Assistant if you have any questions.

Thank you,

Josie Lalonde
Associate Director, Student Systems and Record
josie.lalonde@utoronto.ca

 

Course Schedule for Coming Summer and Fall/Winter (4-Mar-13)

To: Staff in Graduate Units and Collaborative Programs

From: Josie Lalonde, Associate Director, Student Services - Student Systems and Records

Re: Course Schedule Rollover; Blackboard and Instructor Information; Course Enrolment Sessional Dates

CC: Student Services staff

My office has copied the current year’s course scheduling information forward to the 2013 Summer, 2013 Fall, and 2014 Winter sessions. If you have not already updated your course offerings and compulsory courses, please update them well before your students begin enrolling in courses.

A report of your current Summer 2013, Fall 2013, and Winter 2014 course schedule is in your unit’s SGSDrive folder.

We have highlighted in yellow any courses that may have been scheduled incorrectly; Column U in the spreadsheet includes an explanation. If you are certain that the course as scheduled will function properly according to a process specific to your unit, please disregard the message.

If you need to update your course schedule for the coming year, refer to the timetable preparation instructions in sections 5.0 to 5.4 of the Student Services and ROSI Manual on the SGS website. The manual is password protected; please email my office if you need the login information.

Timetabling only happens once a year, so the instructions can be a helpful refresher. Because of this, I encourage you to read through them carefully. If you have problems or questions, contact David Lock at david.lock@sgs.utoronto.ca.

Blackboard and Instructor Information

In past years there have been problems with instructors not being able to quickly access their courses in Blackboard. Please enter instructor information for courses in ROSI accurately and well in advance. Instructors can only see their courses if you record their information in ROSI. Course information is added to Blackboard from ROSI four months ahead of the course start date; instructors attempting to access their courses earlier than this will find that the course is unavailable.

Students must have an approved (APP) status in the course in ROSI in order to access their courses in Blackboard.

Course Enrolment Sessional Dates

We will shortly be preparing summer registration records. The SGS default sessional dates have been set to allow continuing students to begin enrolling in Summer, Fall, and Winter courses as of 6 a.m. Monday, March 18. The course waitlist deadline is always one day before the course enrolment deadline.

If you are not using the SGS default dates, you must set your own dates now. If you do not, students may enrol in courses before you are ready. Please note, you must set your enrolment dates within the SGS start and end dates (i.e., your start dates cannot be before the SGS start date and your end date cannot be after the SGS end date).

Collaborative program courses default to SGS dates. If this presents a problem, please contact me (josie.lalonde@sgs.utoronto.ca).

See section 1.4 of the Student Services and ROSI Manual for more information about Sessional Dates.

20135 Full Summer Session Start Date End Date
MAZ & M07 Course Enrolment 2013-03-18 2013-05-10
MW1 Course Waitlist period 2013-03-18 2013-05-09

20135F First Term Summer Courses
M07 Course Enrolment 2013-03-18 2013-05-10
MW1 Course Waitlist period 2013-03-18 2013-05-09

20135S Second Term Summer Courses
M07 Course Enrolment 2013-03-18 2013-06-21
MW1 Course Waitlist period 2013-03-18 2013-06-20

20139 Fall and Full Year Courses*
MAZ & M07 Course Enrolment 2013-03-18 2013-09-22
MW1 Course Waitlist period 2013-03-18 2013-09-21

20141 Winter Term Courses
MAZ & M07 Course Enrolment 2013-03-18 2014-01-19
MW1 Course Waitlist period 2013-03-18 2014-01-18

 

Identifying Students in Academic Difficulty (8-Feb-13)

To: Graduate Coordinators and Graduate Administrators

From: Josie Lalonde, Associate Director, Student Systems and Records

CC: SGS Student Services

Monitoring academic progress is an important step in the graduate unit’s efforts to ensure the continuing success of graduate students. To help you better monitor your students’ progress, SGS has produced a list of “Students with more than one unacceptable grade (20129)” based on data collected during the 2012 Fall session:

Please find this list in the SGSDrive folder for your unit. See instructions on using the SGSDrive in the Manuals section of the SGS website.

The list identifies students who have received a grade of FZ, INC, NCR at any point in their program, as well as blank grades. It is meant to facilitate the unit’s ability to better identify and counsel students who are experiencing academic difficulty in their graduate program.

The term “unacceptable” is used to describe grades which may have a negative impact on the student’s record. For example, one or more FZ’s or SDF’s may be evidence that the student is struggling and in need of academic support or other services. Please take note of the students who are in this situation and take to appropriate steps to provide them with assistance.

The “unacceptable” grades which appear in the list are as follows:

  • Number grades from 0 to 69 (all grades should be submitted as letter grades; number grades which are entered on ROSI are converted to letter grades on the student’s ROSI screen; however, they remain as number grades in the ROSI report)

  • FZ (failure)

  • GWR (grade withheld)

  • NGA (no grade assigned)

  • SDF (status deferred)

  • INC (incomplete)

  • Blank grades

Please provide any outstanding grades (blank grades) to your SSO as soon as possible.

As per SGS policy, satisfactory performance in a graduate 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 by receiving a grade report of ‘FZ’, the graduate unit in which the student is registered may recommend that SGS terminate the 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 SGS) and obtain a satisfactory grade. The grade report for the course that was not completed in a satisfactory manner as well as the grade report for the repeated or alternative course will appear on the student’s academic record.

If a student is experiencing academic difficulty, INC should not be assigned as an alternative to an FZ. For more information on the correct use of INC, please see SGS decanal memo #006, 2008-2009, Guidelines for the use of INC, SDF and WDR.

If you have any questions or concerns, please contact your divisional SSO or SSA.

Thank you,

Josie Lalonde
Associate Director, Student Systems and Records
josie.lalonde@utoronto.ca

 

Students with Outstanding Conditions (4-Feb-13)

To: Graduate Administrators

From: Josie Lalonde, Associate Director, Student Systems and Records

CC: SGS Student Services

SGS has produced lists of students admitted Fall 2012 and January 2013 who still have outstanding conditions (both severe and non-severe). Students with outstanding conditions will be blocked from registering in Summer AND Fall 2013 (i.e. they will not be rolled over for either of these two sessions).

If there are students in this situation in your graduate unit, you will find a list in your SGSDrive folder. See instructions on using the SGSDrive in the Manuals section of the SGS website.

Note: if there is not a list in the SGS Drive folder, there are no students in this situation in your unit.

Although SGS will not roll over students who have outstanding conditions, your vigilance is required to ensure that severe conditions are satisfied by the registration deadline and that non-severe conditions are satisfied by the date which was specified in the letter of offer. If an extension has not been approved for satisfying outstanding severe and non-severe conditions, please send a request to de-register the student to SGS.

Students will need to provide documentation to their graduate unit to clear conditions. Please notify your Student Services Assistant about which conditions have been cleared so that they can manually roll the student over and register her/him for the summer where appropriate (they will also be manually rolled over for the Fall - INVIT status). The student does not need to come to SGS in person for summer registration.

Most of these are admissions conditions, such as completion of a bachelor’s or master’s degree. Before clearing such conditions, make sure you have received the proper official documentation, such as an official final transcript indicating the conferral of the degree.

Note: Please disregard extension conditions (SR1, SR2, SE1, SE2), and dual registration conditions – these conditions will be dealt with by SGS. If you have questions about these codes, please contact your SSA.

Viewing the Text for an Admission Condition Code on ROSI:

  1. Enter 3 C, then enter C and the student number.

  2. Select the line with the ADD candidacy by entering an S in the Action field, and press ENTER.

  3. On the “Manage Candidacy Data” screen, enter Y beside “Messages” and N in all other fields, and press ENTER.

  4. On the “View Candidacy Coded Messages” screen, select the code you wish to view by placing the cursor under it and pressing ENTER.

  5. On the “Maintain Candidacy Coded Messages” screen, enter Y beside “View Message Text” and press ENTER.

Clearing the Condition:

  1. Browse for all conditions on the student record on 4 A E C (action B plus person ID and degree POSt).

  2. Select the relevant condition code (note registration condition codes on 4 A E C are different from the admission codes).

  3. Enter a “satisfied date” on 4 A E C.

  4. Enter the final candidacy code OOF on 3 D A (see Section 5.11 in the Student Services and ROSI Manual).

If you have any questions, please contact your SSA or SSO at SGS.

Thank you,

Josie Lalonde
Associate Director, Student Systems and Records
josie.lalonde@utoronto.ca

 

PhD Candidacy (4-Feb-13)

To: Graduate Coordinators and Graduate Administrators

From: Josie Lalonde, Associate Director, Student Systems and Records

CC: SGS Student Services

Doctoral students are subject to the School’s policy on “Timely Completion of Graduate Program Requirements”. A PhD or professional doctoral student is expected to have completed all program requirements exclusive of thesis by the following point in the program:

PhD, four year program                                                                End of third year
PhD, five year program (direct entry and master's transfers)       End of fourth year
PhD, flex time                                                                               End of fourth year
Professional doctoral programs – full-time                                   End of third year
Professional doctoral programs – part-time                                 Within four years of initial registration

The notation Candidacy Achieved will appear on the transcript of the student who has completed the above mentioned program requirements.

Each session, SGS runs the candidacy assessment lists for graduate units for information only. Please find the candidacy assessment list in the SGS Drive folder for your unit (see instructions on the SGS Drive in the Manuals section of the SGS website.

Note: if there is not a list in the SGS Drive folder, there are no students in this situation in your unit.

By the deadlines noted below, please report on the status of each student indicated on the list(s) by forwarding one of the following:

  • Recommendation for Doctoral Candidacy form (to be completed if the student has achieved candidacy)

  • Extension to Achieve Candidacy form (to be completed if the student is expected to complete candidacy requirements within the extension period)

  • A request for termination (please refer to termination procedures on the SGS website).

Should a student achieve candidacy early, or achieve candidacy before their approved extension has expired and wish to have it recorded on their transcript, a Recommendation for Doctoral Candidacy form may be submitted to SGS Students Services at any time once all requirements for candidacy have been met.

Note: Students approaching their deadline to achieve candidacy will not be rolled over to INVIT status UNLESS a Recommendation for Doctoral Candidacy form or an Extension to Achieve Candidacy form has been received by SGS. Please inform students whose names appear on the lists that they will not be allowed to register if they have not achieved candidacy or if they do not request a candidacy extension. Once a candidacy achievement or extension form is submitted to SGS by the graduate unit, your divisional SSA will create an INVIT record for the student.

1. Achieve Candidacy by the End of – 20139
Please inform SGS by early December 2013 as to whether:

  • The student has completed (or will complete) by December 31, 2013 all requirements of the degree exclusive of the thesis, or;

  • The student has been granted a 12 month extension until December 31, 2014. The student must complete the Extension to Achieve Candidacy form along with written documentation as to the reason for the extension and a plan for completion of requirements within the next 12 months, or;

  • The unit is recommending termination of the student’s candidacy in the program. For termination procedures, refer to the SGS website. Students whose candidacy has been terminated have the right to appeal to the SGS Graduate Academic Appeals Board. Students should also be given the option to withdraw from the program; however, students who withdraw from the program do not have the right to appeal.

If SGS does not receive a response, the student’s registration will not be rolled over to the 2014 Winter session. Should a student subsequently achieve candidacy or be granted an extension to candidacy by December 31, 2013, please forward documentation to your Student Services Officer at SGS so that the student may be registered for the Fall session.

2) Extensions to Achieve Candidacy Expiring On – April 30, 2013
Please inform SGS by early March 2013 as to whether:

  • The student has completed (or will complete by April 30, 2013) all requirements of the degree exclusive of the thesis or;

  • The graduate unit is recommending a Second Extension. Second Extension requires the approval of the Admissions and Programs Committee or;

  • The unit is recommending termination of the student’s candidacy in the program. For termination procedures, refer to the SGS website. Students whose candidacy has been terminated have the right to appeal to the SGS Graduate Academic Appeals Board. Students should also be given the option to withdraw from the program; however, students who withdraw from the program do not have the right to appeal.

Please forward any documentation to your Student Services Officer at SGS by early March 2013 so that an INVIT may be created in time for invoices and registration. Should a student subsequently achieve candidacy or be granted an extension to candidacy by April 30, 2013, please forward documentation to your Student Services Officer at SGS so that an INVIT may be created for the Summer session. If we do not receive a response by the deadline, the student’s registration will not be rolled over to the 2013 Summer session.

If you have any questions, please feel free to contact your SGS Student Services Officer.

Thank you,

Josie Lalonde
Associate Director, Student Systems and Records
josie.lalonde@utoronto.ca

 

Dual Registrations and Simultaneous Registrations (2013 Winter Session) (29-Jan-13)

To: Graduate Administrators

From: Josie Lalonde, Associate Director, Student Systems and Records

CC: SGS Student Services

If your unit has students who are dually or simultaneously registered, you will find lists in your SGS Drive folder. See instructions on the SGS Drive in the Manuals section of the SGS website.

Note: if there is not a list in the SGS Drive folder, there are no students in this situation in your unit.

The lists are of students that SGS has identified as either:

1. Dual registrants for the 20129/20131 session (i.e., students completing a master’s program while beginning a doctoral program, usually, but not always, in the same unit). Dual registrants are allowed to register dually for one session only with the permission of their unit(s). Fulltime fees are charged for the doctoral program only. If a student does not complete the master’s program within one session, registration in the doctoral program must be cancelled (see page 45 of the SGS Calendar 2012-13).

OR

2. Simultaneous registrants – students are allowed to be registered in more than one program with the permission of both units, but cannot be registered full-time in both programs. Students pay fees for both programs. There are two lists for such students:

a) Students registered in more than one SGS program
b) SGS students also enrolled in a non-SGS POSt

  • If you have not permitted any of these students to register either dually or simultaneously, please advise your Student Services Assistant as soon as possible.

  • If a degree recommendation has been submitted to SGS, the student’s registration will be cancelled by SGS.         
    SGS must adjust fees and/or incidental fees for these students, so please do not make changes to the registration status.

  • You may receive only one of these lists if you do not have a student registered in both categories.

  • Please advise your Student Services Assistant if you are aware of any students registered dually or simultaneously who do not appear on these lists.

Please return the lists with any necessary corrections to SGS. As always, please contact your Student Services Assistant or Officer if you have any questions. Thank you for your assistance.

Josie Lalonde
Associate Director, Student Systems and Records
josie.lalonde@utoronto.ca

 

Sessional Dates 2013-2014 (17-Jan-13)

To: Chairs/Directors/Graduate Coordinators and Administrators

From: Heather Kelly, Director, Student Services

CC: SGS Student Services Staff

To assist you in planning for the upcoming academic year, please find attached the Sessional Dates for 2013/2014. These sessional dates will also be included in the SGS Calendar 2013/2014, which is produced in late spring.

For reference, the official start date of classes will be on Monday, September 9, 2013. The SGS Orientation will be held on Tuesday, September 3, 2013.

The SGS Sessional Dates are based upon the following criteria:
  1. The Faculty of Arts and Science start dates for both the Fall and Winter term have been adopted;
  2. The add deadline is 2 weeks from first day of classes for half courses;
  3. The drop deadline is 7 weeks from the first day of classes for half courses.
 
Please note that for the purpose of SGS 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. However, the precise dates of commencement of courses are to be determined by the graduate units. 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.

Should a course not fall into the traditional 12 or 13-week period, the graduate unit must inform students of important dates and deadlines (e.g. course add/drop deadlines) in the course syllabus. For more information on how to schedule non-standard courses, please refer to the procedural memo titled “Add/Drop Deadlines for Non-Standard Courses” (October 28, 2011).

If you have any questions about these sessional dates, please do not hesitate to contact your Divisional Student Services Officer.  
 

Inactive Courses (7-Jan-13)

To: Graduate Coordinators and Administrators

From: Rodney Branch, Associate Director, Student Services, Student Systems and Records

CC: Elizabeth Smyth, Vice Dean, Program Matters
       Brian Corman, Dean and Vice Provost
       Faculty Curriculum and Governance Offices (Multi-department Faculties)

For many years it has been the practice of the School of Graduate Studies to maintain in the Calendar and ROSI only those graduate courses that have had recent enrolments or which have been recently approved through appropriate governance procedures. Courses that have not been offered for more than five years or which have not had enrolments in that time have been considered inactive and been removed after notification to the Graduate Unit. Units asking to have the courses reinstated are instructed to submit new course proposals to ensure that any significant changes to the courses have been fully reviewed.

A list of courses in your unit which have not been scheduled or which have not had enrolments since the summer of 2007 or earlier has been saved to SGSDrive. Beginning January 21, we will be archiving the ROSI information for these courses. The exception is the very small number of “selected topics” courses where a sequence of numbers is used in a cycle so that duplications on student transcripts can be avoided and earlier numbers in the set have not yet re-cycled in the sequence.

If you note errors or problems with the list, please report them to David Lock (david.lock@utoronto.ca) in my office by no later than January 18. It would be helpful if you could flag for him the sequenced “selected topics” courses mentioned above.

You may also want to review your remaining courses. Graduate Administrators should be able to generate a list through a ROSI download. Instructions for that are available in the SGS Student Services and ROSI Manual though David can also assist. If, in the course of that review, you identify additional courses to be ended, please submit those through regular governance procedures as outlined on the SGS website.

Time Limit for Coursework Extensions (2012 Summer Session) (3-Dec-12)

To: Graduate Administrators

From: Rodney Branch, Associate Director, Student Services – Student Systems and Records
 
CC: SGS

The deadline for grade submissions to replace SDF reports assigned at the end of the 2012 Summer Session is January 11, 2013. If 20125 SDF reports are not replaced by January 11, 2013, SGS will contact the graduate unit to request submission of the grade.

Course extensions beyond the January 11, 2013 deadline require the approval of both the graduate unit and the SGS Admissions and Programs Committee.

Graduate units proposing the continuation of an extension beyond January 11, 2013 must submit a request for course work extension on behalf of the student to SGS, together with supporting documentation, by January 11, 2013.

Please note that a report of INC is a final and permanent transcript entry which may only be granted upon approval of the graduate unit review committee and SGS.
 
In all cases of incomplete course work, the graduate unit must submit whatever grade has been earned; blanks, NGA, or INC notations should not be accepted. See SGS decanal memo #006, 2008-2009 for guidelines on the correct use of INC.
 
If you have any questions, please contact your Student Services Officer.
 
 

Fall 2012 APSC Grade Collection for Faculty (28-Nov-12)

To: Graduate Faculty Teaching “H” and “Y” Fall 2012 Courses in Applied Science and Engineering Graduate Programs

From: Rodney Branch, Associate Director, Student Services – Student Systems and Records

CC: SGS

Since Fall 2006, instructors in the Faculty of Applied Science and Engineering have been able to submit grades in graduate courses using the same electronic system as for their undergraduate courses. Instructions are included below. Instructors who do not wish to use the system should contact their graduate administrator for a Grade Collection List.

Important Notice:

  • Grades for a course will not be loaded to ROSI unless all grades are entered. If a student has not attended, please submit a failure.
  • Grades must be submitted by no later than January 7, 2013 to allow for review and approval in the graduate January 9-11, 2013 and release to students on January 16, 2013.
  • All grade revisions must be submitted to SGS for approval.
  • In all cases of incomplete course work, instructors should submit to their graduate unit whatever grade has been earned; blanks, NGA, SDF or INC notations should not be accepted. INC may only be assigned by the graduate unit review committee or SGS Vice-Dean on the basis of incomplete course work in special circumstances (e.g., medical reasons or when there are no grounds for assigning a failing grade). See SGS decanal memo #006, 2008-2009 for guidelines on the correct use of INC.

 

Submitting Grades:

1. Grades should be entered in the APSC electronic marks system by no later than January 7, 2013. Graduate units can enter Fall grades manually in ROSI or mark electronic grades as “approved” January 9-11, 2013 but your graduate administrator may need you to submit grades by an earlier date to allow time for processing. Students will be able to check their grades by using the Student Web Service on January 16, 2013

2. The “H” (half) or “Y” (full) in the course number represents the weight of the course overall. The Section code designates the period of time in which the course is held. Section “Y” represents a course held over a full year, “F” represents a course offered in the fall session only regardless of weight.

3. Only letter grades can be entered or approved for graduate students by the graduate unit. Please note that the only non-grade reports that units should enter are CR/NCR and SDF. An INC should only be used in consultation with your SSO at SGS. For graduate students, please record your final grade according to the following University Grading Practices Policy:

Letter Grade Scale Numerical Scale of Marks
A+ 90 – 100%
A 85 – 89%
A- 80 – 84%
B+ 77 – 79%
B 73 – 76%
B- 70 – 72%
FZ 0 – 69%

If a graduate course has been approved for such grading, you may also use:
CR Credit
NCR No Credit

Non-Grade Reports:

  • INC (Incomplete): Assigned as a final report by a graduate unit review committee or SGS Vice Dean on the basis of incomplete course work in special circumstances (e.g. Medical reasons or when there are no grounds for assigning in a failing grade). INC carries no credit and is not considered for averaging purposes.

  • SDF (Standing Deferred): Assigned by a graduate unit review committee to a student who has been granted an extension for the completion of course work beyond the SGS deadline for completion of course work, pending receipt from the instructor of a final course report. It must be replaced by a final grade by the next SGS deadline (May 10, 2013) for completion of course work. SDF is not considered for averaging purposes and carries no credit. If it is not replaced by May 10, 2013, SGS will contact the graduate unit to request submission of the grade.

  • IPR is an interim grade generated by ROSI for a course that is in progress for more than one session, (i.e. a full year course or a course that is continuous over several years). Graduate units and instructors should not use IPR as a grade report.

  • WDR is entered only by SGS when a graduate unit review committee approves and submits to SGS a request for late withdrawal from a course due to extenuating circumstances. It carries no credit for the course and is not considered for averaging purposes. Graduate units should not use WDR as a grade report.


4. For undergraduate students, grades may be assigned from the numerical scale of marks, consisting of integers from 0 to 100 or, if appropriate, from the CR/NCR scale. Undergraduate students are indicated on the grade list under the Program code e.g. BA, BSC, BASC etc.

5. If you have a grade for a student who is not on your list, please submit the grade in writing to your graduate administrator, preferably on the SGS Grade Submission Form.

NOTE: Care should be taken if using Blackboard Gradebook to handle student grades. The current version of Blackboard allows grades to be entered as letters as well as numbers, but the default conversion between the two uses the U of T undergraduate grading scale. Though the correct equivalencies can be programmed, we strongly recommend that if Gradebook is used, only numeric grades be used both at entry and in reporting. Conversion to letter grades should be done by hand, only after the final mark is calculated, before submission to SGS via the graduate unit (note that letter grades are required reporting for graduate students, whereas numeric grades are the norm for undergraduates in graduate courses).

Fall 2012 APSC Grade Collection for Administrators (28-Nov-12)

To: Graduate Administrators in the Faculty of Applied Science and Engineering

From: Rodney Branch, Associate Director, Student Services – Student Systems and Records

CC: SGS

I would like to highlight a few things to keep in mind when entering grades for the Fall 2012 session:

As you know, the Registrar’s Office in the Faculty of Applied Science and Engineering has extended the use of its grade collection system to graduate courses. SGS has modified the grade entry and approval procedures to accommodate the electronic submission of grades. If you have questions about the procedures outlined below, please contact Rodney Branch.

Grade Collection and Approval

Instructors may load their grades in the APSC grades database. Grades must be entered by no later than January 7, 2013 for 20129 section courses. Once the grades have been entered, the Office of the Faculty Registrar will “upload” the grades to ROSI as “unapproved”. The graduate unit must then review the grades and requests for SDF and INC non-grade reports and process approved grades in ROSI January 9-11, 2013 so that students may view their grades on the Student Web Service on January 16, 2013.

In all cases of incomplete course work, instructors should submit to their graduate unit whatever grade has been earned; blanks, NGA, or INC notations should not be accepted. INC may only be assigned by the graduate unit review committee or SGS Vice-Dean on the basis of incomplete course work in special circumstances (e.g. medical reasons or when there are no grounds for assigning a failing grade). See SGS decanal memo #006, 2008-2009 for guidelines on the correct use of INC.

Instructors who do not wish to use the electronic submission system should contact the graduate administrator for a paper grade submission report. Grades for students not in the database must be submitted on the Grade Submission Form available on the SGS website. The graduate unit should forward that form with explanation to SGS Student Services.

Graduate administrators monitor the website of the Office of Faculty Registrar for those courses with complete grades loaded in ROSI. The list may also be viewed in ROSI (4 C A A E). Once all grades are recorded, a Grade Collection List should be produced (4 B C F C) and the grades and requests for SDF and INC submitted for approval by the graduate unit review committee. After approval the graduate coordinator, chair or designate should sign the list as would be the case for manually entered grades.

If all the grades have been entered and if all have been approved, the entire course can be approved using the ROSI screen 4 C A A E. If only individual grades have been approved or if any grades are missing, the grades must be approved one by one using 4 C A A B.

NOTE: Staff should monitor for courses with incomplete grades. There is no flag in ROSI for courses with incomplete grades though a list of individual students with blank grades can be generated using the screen at 4 B C F F.

Only letter grades can be entered or approved for graduate students by the graduate unit. Please note that the only non-grade reports that departments should enter are CR/NCR and SDF. An INC should only be used in consultation with your SSO at SGS. For undergraduate students taking graduate courses, percentage grades must be entered by the graduate unit. Other non-grade reports or grade changes must be submitted to SGS.

If an instructor does not wish to use the online system graduate administrators may produce a Grade Collection List. The grades must be approved before the graduate administrator enters and approves them using 4 C A A B.

Non-Grade Reports

  • SDF (Standing Deferred) should be assigned by a graduate unit review committee to a student who has been granted an extension for the completion of course work beyond the SGS deadline for completion of course work, pending receipt from the instructor of a final course report. SDF is not considered for averaging purposes and carries no credit. Copies of approved petitions for coursework extensions must be kept in the student file. SDF must be replaced by a final grade by the next SGS deadline May 10, 2013 for completion of course work. If it is not replaced by May 10, 2013, SGS will contact the graduate unit to request submission of the grade.

  • INC (Incomplete) is assigned as a final report by a graduate unit review committee or SGS Associate (Vice) Dean on the basis of incomplete course work in special circumstances (e.g., medical reasons or when there are no grounds for assigning in a failing grade). INC carries no credit and is not considered for averaging purposes.

  • IPR is a system-generated grade for continuous courses and should not be entered by departments. ROSI adds the continuous course automatically to the student’s record for every session with a grade of IPR, until the department enters a final grade.

  • WDR is entered by SGS only when a graduate unit review committee approves and submits to SGS, a request for late withdrawal from a course due to extenuating circumstances.


NOTE: Please inform all instructors of graduate courses that care should be taken if using Blackboard Gradebook to handle student grades. The current version of Blackboard allows grades to be entered as letters as well as numbers, but the default conversion between the two uses the U of T undergraduate grading scale. Though the correct equivalencies can be programmed, we strongly recommend that if Gradebook is used, only numeric grades be used both at entry and in reporting. Conversion to letter grades should be done by hand, only after the final mark is calculated, before submission to SGS via the department (note that letter grades are required reporting for graduate students, whereas numeric grades are the norm for undergraduates in graduate courses).

Fall 2012 Grade Collection – Memo for Faculty (27-Nov-12)

To: Graduate Faculty Teaching “H” and “Y” Section Fall 2012 Courses

From: Rodney Branch, Associate Director, Student Services – Student Systems and Records

CC: SGS

The following instructions are to be used as a guide in completing Grade Collection Lists:

1. The deadline for entering Fall 2012 grades in ROSI is January 11, 2013 but your graduate administrator may need you to submit grades by an earlier date to allow time for processing. Students will be able to check their grades by using the Student Web Service (ROSI) on January 16, 2013.

2. In all cases of incomplete course work, instructors should submit to their graduate unit whatever grade has been earned; blanks, NGA, or INC notations should not be accepted. INC may only be assigned by the graduate unit review committee or SGS Vice-Dean on the basis of incomplete course work in special circumstances (e.g. medical reasons or when there are no grounds for assigning a failing grade). See SGS decanal memo #006, 2008-2009 for guidelines on the correct use of INC.

3. For graduate students, please record your final grade according to the University Grading Practices Policy. Note: the grading scale in the Blackboard grade book is the undergraduate grading scale. Please use the graduate scale below:

Letter Grade Scale Numerical Scale of Marks
A+ 90 – 100%
A 85 – 89%
A- 80 – 84%
B+ 77 – 79%
B 73 – 76%
B- 70 – 72%
FZ 0 – 69%

If a graduate course has been approved for such grading, you may also use:
CR Credit
NCR No Credit

NOTE: Letter grades must be used for grading graduate students. If a numerical grade is assigned to a graduate student in an undergraduate course, it will be converted to a letter grade using this scale. If an undergraduate student is enrolled in a graduate course, they should be assigned a numerical grade according to this scale.

Non-Grade Reports

  • INC (incomplete) is assigned as a final report by a graduate unit review committee or SGS Vice-Dean on the basis of incomplete course work in special circumstances (e.g., medical reasons or when there are no grounds for assigning a failing grade) INC carries no credit for the course and is not considered for averaging purposes.

  • SDF (Standing Deferred) is assigned by a graduate unit review committee to a student who has been granted an extension for the completion of course work beyond the SGS deadline for completion of course work, pending receipt from the instructor of a final course report. A final course report is due no later than the next SGS deadline for completion of course work and grade submission following the original one for the course. If, by that date, a final grade is not available and the student has not submitted the outstanding course work, then the report of ‘SDF’ will be replaced by a final report of ‘INC’. SDF carries no credit for the course and is not considered for averaging purposes.

  • IPR (In Progress) is an interim grade generated by ROSI for a course that is in progress for more than one session, i.e., a full-year course or a course that is continuous over several years. Graduate units should not use IPR as a grade report.

  • WDR (Withdrawal Without Academic Penalty) is assigned by the graduate unit review committee, when there are extenuating circumstances, upon approval of the student's request for late withdrawal from a course. It carries no credit for the course and is not considered for averaging purposes.

4. For undergraduate students taking graduate courses, grades must be assigned from the fully refined letter grade scale (A+, A, A-, B+, B, B-, C+, C, C-, D+, D, D-, F) including the numerical scale of marks, consisting of integers from 0 to 100 or, if appropriate, from the CR/NCR scale. Undergraduate students are indicated on the grade list under the Program code e.g. BA, BSC, BASC, etc.

5. If you have a grade for a student who is not on your list, please clearly add the student number, name and grade to the list.

6. Please sign and date the form and return it to the Chair of your graduate unit. You may wish to make a copy for your records.

Fall 2012 Grade Collection – Memo for Administrators (27-Nov-12)

To: Graduate Administrators and Graduate Coordinators

From: Rodney Branch, Associate Director, Student Services – Student Systems and Records

CC: SGS

I would like to highlight a few things to keep in mind when entering grades for Fall 2012 courses:

Grades for Fall 2012 courses must be entered on ROSI by January 11, 2013. Students will be able to view their grades by using the Student Web Service on January 16, 2013.

Course instructors and graduate coordinators must approve all grades before they are entered on ROSI.

In all cases of incomplete course work, instructors should submit to their graduate unit whatever grade has been earned; blanks, NGA, or INC notations should not be accepted. INC may only be assigned by the graduate unit review committee or SGS Vice- Dean on the basis of incomplete course work in special circumstances (e.g. medical reasons or when there are no grounds for assigning a failing grade). See SGS decanal memo #006, 2008-2009 for guidelines on the correct use of INC.

To produce Grade Collection Lists on ROSI use direct command 4 B C F C. For detailed instructions, refer to the SGS ROSI Manual, procedure 6.5 Grade Lists. To enter and approve grades for one activity use direct command 4 C A A B. For detailed instructions, refer to the SGS Student Services and ROSI Manual, procedure 6.1 Grades and Late Grades. Please note that the only non-grade reports that graduate units should enter are CR/NCR and SDF. An INC should only be used in consultation with your SSO at SGS.

If an instructor adds the name and grade of a student not shown on the list, the addition of the course to the student's program should be sent to SGS with an explanation for the late addition of the course.

Non-Grade Reports

 
  • SDF (Standing Deferred) should be assigned by a graduate unit review committee to a student who has been granted an extension for the completion of course work beyond the SGS deadline for completion of course work, pending receipt from the instructor of a final course report. Copies of approved petitions for coursework extensions must be kept in the students’ file. SDF is not considered for averaging purposes and carries no credit.

  • INC (Incomplete) is assigned as a final report by a graduate unit review committee or SGS Vice-Dean on the basis of incomplete course work in special circumstances (e.g., medical reasons or when there are no grounds for assigning a failing grade) INC carries no credit for the course and is not considered for averaging purposes.

  • IPR is a system-generated grade for continuous courses and should not be entered by graduate units except for approved extended courses. If you have any approved continuous course which has not yet been set up in ROSI, please contact me.

  • WDR is entered by SGS only when a graduate unit review committee approves and submits to SGS, a request for late withdrawal from a course due to extenuating circumstances. Please contact your Student Services Assistant or Officer if you have any questions.
 

Course Enrolment Form (12-Nov-12)

To: Chairs/Directors/Graduate Coordinators/Graduate Administrators

From: Michael Godwin, Student Services Officer, Division I

CC: Heather Kelly, Director, Student Services
       Rodney Branch, Associate Director, Student Services – Student Systems & Records

SGS Student Services would like to clarify use of the Course Enrolment form.

The Course Enrolment form, formerly named the Enrolment form, is a template and may be used by graduate students when course enrolment through the Student Web Service (ROSI) before the SGS course add deadline is not permitted by the home graduate unit. Use of this form is at the discretion of the graduate unit. Note: this form does not need to be submitted to SGS but, if used, must be retained in the student file. Alternately, students may also use the Request to Add/Drop Course(s) form interchangeably with it.

New Location: > SGS Home Page > Administrative Support > Forms for Administrative Staff

Graduate students who are not permitted to add/drop courses through the SWS and wish to add/drop courses subsequent to submitting the Course Enrolment form may do so using the Request to Add/Drop Course(s) form. Any late or retroactive course add/drops (i.e., after the SGS date to add or drop courses without academic penalty) are considered non-standard and must be accompanied by a supporting rationale from the Graduate Coordinator. If you have any questions, please contact your SGS Student Services Officer.

2012 Student Services and ROSI Manual (8-Nov-12)

To: Graduate Administrators and Graduate Coordinators

From: Rodney Branch, Associate Director, Student Services – Student Systems and Records

CC: SGS

I am pleased to announce that the updated 2012 Student Services and ROSI Manual is now posted on the SGS website. The manual is located in the password‐protected section of the SGS website.

Please take some time to acquaint yourselves with the revised Student Services and ROSI Manual. You will find that the manual contains detailed explanations about many student services and ROSI procedures for which administrators frequently ask for assistance. As always, if you have any questions or concerns about any of the information contained in the manual, please contact your divisional Student Services Assistant or Officer.

If you have ideas for future revisions of the Student Services and ROSI Manual, or if you feel that information should be added or changed in the current edition, please contact Victoria Hurlihey at victoria.hurlihey@utoronto.ca.

Identifying Students in Academic Difficulty (6-Nov-12)

To: Graduate Coordinators and Graduate Administrators

From: Rodney Branch, Associate Director, Student Services – Student Systems and Records

CC: SGS

Monitoring academic progress is an important step in the graduate unit’s efforts to ensure the continuing success of graduate students. To help you better monitor your students’ progress, SGS has produced the following list based on data collected during the 20125 Summer session:

Students with more than one unacceptable grade (20125)

Please find this list in the SGS Drive folder for your unit. See instructions on using the SGSDrive in the Manuals section of the SGS website.

The term “unacceptable” is used to describe grades which may have a negative impact on the student’s record. For example, one or more FZs or SDFs may be evidence that the student is struggling and in need of academic support or other services. Please take note of the students who are in this situation and take to appropriate steps to provide them with assistance.

The “unacceptable” grades which appear in the list are as follows:

  • Number grades from 0 to 69 (all grades should be submitted as letter grades; number grades which are entered on ROSI are converted to letter grades on the student’s ROSI screen; however, they remain as number grades in the ROSI report)
  • FZ (failure)
  • GWR (grade withheld)
  • NGA (no grade assigned)
  • SDF (status deferred)
  • INC (incomplete)
  • Blank grades


Please provide any outstanding grades (blank grades) to your SSO as soon as possible.

As per SGS policy, satisfactory performance in a graduate 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 by receiving a grade report of FZ, the graduate unit in which the student is registered may recommend that SGS terminate the 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 SGS) and obtain a satisfactory grade. The grade report for the course that was not completed in a satisfactory manner as well as the grade report for the repeated or alternative course will appear on the student’s academic record.

If a student is experiencing academic difficulty, INC should not be assigned as an alternative to an FZ. See SGS decanal memo #006, 2008-2009 for guidelines on the correct use of INC.

If you have any questions or concerns, please contact your divisional SSO or SSA.

New Graduate Student Forms (17-Oct-12)

To: Chairs/Directors/Graduate Coordinators/Graduate Administrators

From: Michael Godwin, Student Services Officer, Division I

CC: Heather Kelly, Director, Student Services
Rodney Branch, Associate Director, Student Services – Student Systems and Records

The School of Graduate Studies is pleased to introduce two new student forms to the graduate community:

  1. Disability Related Extension(s): This form is to be used by students with documented disabilities who are registered with Accessibility Services and who are requesting additional time for degree completion. Students are expected to complete this form in consultation with their Disability Advisor. The graduate unit will negotiate suggested accommodations with the student, ensuring that essential program requirements are communicated. As required, Accessibility Services can assist your graduate unit with negotiated accommodations.
  2. Name/Gender Change: This form is to be used by students who wish to change their name (including middle) and/or gender as it appears on ROSI, transcripts, and the graduation diploma.

Please familiarize yourself and your graduate unit with the new forms. If you have any questions, please contact your SGS Student Services Officer.

Access to Admission Application Files by Collaborative Programs (12-Oct-12)

To: Graduate Administrators, Degree and Collaborative Programs

From: Rodney Branch, Associate Director, Student Services – Student Systems and Records

CC: Heather Kelly, Director, Student Services

Over the past year we have received a number of enquiries about access to application files in the home unit by administrators or coordinators in collaborative programs. Degree program administrators have been concerned about their obligations under legislation and policy to protect the confidentiality of the file.

We have consulted with the Freedom of Information and Protection of Privacy Office on the matter. They agree with us that where an applicant has included the collaborative program in the program selection segment of the application, consent to release the content of the application, including references and documents, for the purpose of assessing admissibility to the collaborative program is implied in the general consent granted for the application as a whole. This means that graduate units may release documents to the collaborative program. It may also add assessors from the collaborative program to the list of readers in the file assessment module of the application for the purpose of reviewing those applications which include the collaborative program subject POSt.

If an applicant has not included the collaborative program in the program selection in the application system the home graduate unit should not share the file unless the applicant has given the collaborative program a release. If collaborative programs use an application form of their own then the standard university collection notice appear on the form. An additional statement specifying access to the degree program application should be included.

Collaborative Program Enrolment and Application Lists (11-Oct-12)

To: Directors, Coordinators and Administrators of Collaborative Programs

From: Rodney Branch, Associate Director, Student Services – Student Systems and Records

CC: Heather Kelly, Director, Student Services

At the beginning of each session, SGS produces collaborative program enrolment lists. We have delivered these to your SGSDrive folder. The reports include all students who are registered for the session and enrolled in the collaborative program subject POSt. Students on leave or who have “stopped out” are not included. Collaborative program staff can also produce these lists from the SGS Reports tab in ROSI Express at any point in the term. If you do not yet have access to ROSI Express, please get in touch with Yi Yang (yi.yang@sgs.utoronto.ca) in the Information Systems Office at SGS.

Would you please check the lists and report any changes to your Student Services Assistant as soon as possible but by no later than October 31? Collaborative program enrolment is included in the sessional enrolment statistics that are run on November 1. As well, enrolment controls in some courses may restrict access to students enrolled in the collaborative program subject POSt in ROSI.

We have also delivered final lists of applicants to degree programs who also indicated an interest in your collaborative program. These lists are for information in case you need to follow up with these applicants. The reports have been divided into those applicants who were admitted to their degree programs and those who were refused or whose application status is unresolved. The status of both the degree program application and the collaborative program subject POSt are included in the list.

Dual and Simultaneous Registrations (28-Sep-12)

To: Graduate Administrators

From: Rodney Branch, Associate Director, Student Services – Student Systems and Records

CC: SGS Student Services

If your unit has students who are dually or simultaneously registered, you will find lists in your SGS Drive folder. See instructions on using the SGS Drive, found in the Manuals section of the SGS website.

Note: if there is not a list in the SGS Drive folder, there are no students in this situation in your unit.

The lists are of students that SGS has identified as either:

1. Dual registrants for the 20129/20131 session (i.e., students completing a doctoral-stream master’s program while beginning a doctoral program, usually, but not always, in the same unit). Dual registrants are allowed to register dually for one session only with the permission of their unit(s). Full-time fees are charged for the doctoral program only. If a student does not complete the doctoral stream master’s program within one
session, registration in the doctoral program must be cancelled.

OR

2. Simultaneous registrants - students are allowed to be registered in more than one program with the permission of both units, but cannot be registered full-time in both programs. Students pay fees for both programs. There are two lists for such students:

a) Students registered in more than one SGS program

b) SGS students also enrolled in a non-SGS POSt

  • If you have not permitted any of these students to register either dually or simultaneously, please advise your Student Services Assistant as soon as possible.
  • If a degree recommendation has been submitted to SGS, the student’s registration will be cancelled by SGS.
  • SGS must adjust fees and/or incidental fees for these students, so please do not make changes to the registration status.
  • You may receive only one of these lists if you do not have a student registered in both categories.
  • Please advise your Student Services Assistant if you are aware of any students registered dually or simultaneously who do not appear on these lists.


There may be two lists of students registered and re-invited simultaneously:

i) in two graduate programs (FT or PT) or,

ii) a graduate (FT or PT) and undergraduate (FT or PT) program.

As always, please contact your Student Services Assistant or Officer if you have any questions.

PhD Candidacy - 20129 (20-Sep-12)

To: Graduate Coordinators and Graduate Administrators

From: Rodney Branch, Associate Director, Student Services – Student Systems and Records

CC: SGS

Doctoral students are subject to the School’s policy on Timely Completion of Graduate Program Requirements. A PhD or professional doctoral student is expected to have completed all program requirements exclusive of thesis by the following point in the program:

PhD, four year program End of third year
PhD, five year program (direct entry and master's transfers) End of fourth year
PhD, flex time End of fourth year
Professional doctoral programs – full-time End of third year
Professional doctoral programs – part-time Within four years of initial registration

The notation Candidacy Achieved will appear on the transcript of the student who has completed the above mentioned program requirements.

Each session, SGS runs the candidacy assessment lists for graduate units for information only. Please find the candidacy assessment list in the SGS Drive folder for your unit (see instructions on using the SGS Drive found in the Manuals section of the SGS website).

Note: if there is not a list in the SGS Drive folder, there are no students in this situation in your unit.

By the deadlines noted below, please report on the status of each student indicated on the list(s) by forwarding one of the following:

  • Recommendation for Doctoral Candidacy form (to be completed if the student has achieved candidacy)
  • Extension to Achieve Candidacy form (to be completed if the student is expected to complete candidacy requirements within the extension period)
  • A request for termination (please refer to termination procedures on the SGS website).


Should a student achieve candidacy early, or achieve candidacy before their approved extension has expired and wish to have it recorded on their transcript, a Recommendation for Doctoral Candidacy form may be submitted to SGS Students Services at any time once all requirements for candidacy have been met.

Note: Students approaching their deadline to achieve candidacy will not be rolled over to INVIT status UNLESS a Recommendation for Doctoral Candidacy form or an Extension to Achieve Candidacy form has been received by SGS. Please inform students whose names appear on the lists that they will not be allowed to register if they have not achieved candidacy or if they do not request a candidacy extension. Once a candidacy achievement or extension form is submitted to SGS by the graduate unit, your divisional SSA will create an INVIT record for the student.

1) Achieve Candidacy by the End of – 20135
Doctoral Students on this list are expected to achieve Candidacy by August 31, 2013. Please inform SGS by July 2013 as to whether:

  • The student has completed (or will complete by) August 31, 2013 all requirements of the degree exclusive of the thesis or;
  • The student has been granted a 12 month extension until August 31, 2014. The student must complete the Extension to Achieve Candidacy form along with written documentation as to the reason for the extension and a plan for completion of requirements within the next 12 months, or;
  • The unit is recommending termination of the student’s candidacy in the program. For termination procedures, refer to the SGS website. Students whose candidacy has been terminated have the right to appeal to the SGS Graduate Academic Appeals Board. Students should also be given the option to withdraw from the program; however, students who withdraw from the program do not have the right to appeal.


If SGS does not receive a response by early July 2013, the student’s registration will not be rolled over the 2013 fall session. Should a student subsequently achieve candidacy or be granted an extension candidacy by August 31, 2013, please forward documentation to your Student Services Officer at SGS that the student may be registered for the summer session.

2) Extensions to Achieve Candidacy Expiring On – December 31, 2012

Please inform SGS by early December 2012 as to whether:

  • The student has completed (or will complete by December 31, 2012) all requirements of the degree exclusive of the thesis; or
  • The graduate unit is recommending a Second Extension. Second Extension requires the approval of the Admissions and Programs Committee; or
  • The unit is recommending termination of the student’s candidacy in the program. For termination procedures, refer to the SGS website. Students whose candidacy has been terminated have the right to appeal to the SGS Graduate Academic Appeals Board. Students should also be given the option to withdraw from the program; however, students who withdraw from the program do not have the right to appeal.


Please forward any documentation to your Student Services Officer at SGS by early December 2012 so that an INVIT may be created in time for invoices and registration. Should a student subsequently achieve candidacy or be granted an extension to candidacy by December 31, 2012, please forward documentation to your Student Services Officer at SGS so that an INVIT may be created for the Winter session. If we do not receive a response by the deadline date, the student’s registration will be not be rolled over to the 2013 Winter session.

If you have any questions, please feel free to contact your SGS Student Services Officer.

Examinations and Courses to Fulfill Language Requirements 2012-13 (29-Aug-12)

 
To: Graduate Students
From: School of Graduate Studies
CC: Graduate Administrators

The following exams are open to graduate students who need to fulfill language requirements. Please contact the relevant graduate unit to register for the exam or for more information.

LANGUAGE DATE AND TIME LOCATION

CLASSICS September 18, 2012, 9-11 125 Queen’s Park, #LI 220
Note: Non-Departmental Qualifying Latin Examination.

ITALIAN November 22, 2012, 1-3 Teefy Hall, #200
Note: Bilingual dictionaries are allowed. Students must register with the Italian Studies graduate coordinator (italian.grad@utoronto.ca) at least two weeks in advance of the exam (no later than November 8, 2012). We also require from students the name and email address of their home graduate coordinator so that we could inform them about the results of the examination.

SLAVIC
Note: Exams are offered on an individual student basis twice a year, normally in late October or in February, but are not scheduled unless required. Students who wish to take an exam in any of the following listed languages (Croatian, Czech, Macedonian, Polish, Russian, Serbian, Ukrainian, Finnish) should contact the Slavic Languages and Literatures graduate coordinator Leonid Livak (leo.livak@utoronto.ca) at least one month in advance and indicate which language they wish to be tested in, which department requires the test, and what kind of test is required (e.g. reading competence, speaking fluency, writing).

SPANISH & PORTUGUESE November 9, 2012, 10-12 Victoria College, #212
March 15, 2013, 10-12 Victoria College, #212
Note: Bilingual dictionaries are allowed. Students must register with Blanca Talesnik (b.talesnik@utoronto.ca) at least one
week in advance of the exam. We also require from students the name and email address of their home graduate coordinator
so that we could inform them about the results of the examination.

Exams Offered by the Centre for Medieval Studies

Level One Latin (formerly MA LATIN) September 5, 2012, 1-4 See note below
Level Two Latin (formerly PHD LATIN) September 7, 2012, 1-4 See note below
Level One Latin (formerly MA LATIN) April 15, 2013, 1-4 See note below
Level Two Latin (formerly PHD LATIN) April 17, 2013, 1-4 See note below
Note: No dictionaries are allowed. All language examinations will be held in the Centre for Medieval Studies, 125 Queen’s
Park, 3rd floor, Room 310.

Courses

FSL6000H F & S – Reading French, Tuesdays, 4-6 Alumni Hall, #107
Note: Open only to PhD graduate students who need to fulfill their graduate language requirement. For more information,
visit: http://french.utoronto.ca/courses/154

GER6000H F & S – Reading German, Tuesdays, 4-6 Teefy Hall, #201
Note: Open to graduate students at U of T who need to fulfill their language requirement. The final exam in each course will count towards the German language requirement. Graduate students wishing to take the exam but who are not enrolled in either the Fall or Spring course may contact the German graduate office at 416-926-2321 for registration.
 

Summer 2012 Grade Collection Instructions for Graduate Administrators (28-Aug-12)

To: Graduate Administrators

From: Rodney Branch, Associate Director, Student Services – Student Systems and Records

I would like to highlight a few things to keep in mind when entering grades for the Summer 2012 session:

Grades must not be left blank except for approved continuous and extended courses. SGS will follow up with graduate units on all grades that are left blank after September 14, 2012 to request submission of outstanding grades. Graduate units are not allowed to revise grades on ROSI after the deadline for grade submission. All grade revisions must be submitted to SGS for approval.

In all cases of incomplete course work, instructors should submit to their graduate unit whatever grade has been earned; blanks, NGA, or INC notations should not be accepted. INC may only be assigned by the graduate unit review committee or SGS Vice-Dean on the basis of incomplete course work in special circumstances (e.g. medical reasons or when there are no grounds for assigning a failing grade). See SGS decanal memo #006, 2008-2009 for guidelines on the correct use of INC.

Grade Collection Procedures

  • All grades for Summer 2012 session courses must be entered on ROSI by September 14, 2012. Course instructors and graduate coordinators must approve all grades before they are entered on ROSI. Students will be able to view their grades on ROSI on September 26, 2012.
  • For students who intend to graduate in November 2012, all grades must be approved and entered by September 14, 2012. The final deadline for submitting a degree recommendation is October 5, 2012.
  • To produce Grade Collection Lists on ROSI use direct command 4 B C F C. For detailed instructions, refer to the SGS Student Services and ROSI Manual, procedure 6.5 Grade Lists.
  • To enter and approve grades for one activity use direct command 4 C A A B. For detailed instructions, refer to the SGS Student Services and ROSI Manual, procedure 6.1 Grades and Late Grades. The only non-grade reports that graduate units should enter are CR/NCR and SDF. INC should only be used in consultation with your SSO at SGS.
  • If an instructor adds the name and grade of a student not shown on the list, the addition of the course to the student's program should be sent to SGS with an explanation for the late addition of the course.


Non-Grade Reports

  • SDF (Standing Deferred) should be assigned by a graduate unit review committee to a student who has been granted an extension for the completion of course work beyond the SGS deadline for completion of course work, pending receipt from the instructor of a final course report. Copies of approved petitions for coursework extensions must be kept in the students’ file. SDF is not considered for averaging purposes and carries no credit.

  • INC (incomplete) is assigned as a final report by a graduate unit review committee or SGS Vice-Dean on the basis of incomplete course work in special circumstances (e.g., medical reasons or when there are no grounds for assigning a failing grade) INC carries no credit for the course and is not considered for averaging purposes.

  • IPR is a system-generated grade for continuous courses and should not be entered by graduate units except for approved extended courses. If you have any approved continuous course which has not yet been set up in ROSI, please contact me.

  • WDR is entered by SGS only when a graduate unit review committee approves and submits to SGS, a request for late withdrawal from a course due to extenuating circumstances.


 Please contact your Student Services Assistant or Officer if you have any questions.

Essential Grad Guide 2nd Mailing and Distribution (21-Aug-12)

To: Graduate Administrators and Coordinators

From: Victoria Hurlihey, Student Services Officer, Division IV

Dear Graduate Administrators,

Last month, SGS mailed a hard copy of the Essential Grad Guide to all new graduate students (excluding Management and OISE students) with Canadian and US addresses who accepted their offers to begin in the Fall 2012 session. The mailing list was based on data retrieved from ROSI on July 17.

This week, SGS did another mailing of the Essential Grad Guide based on data retrieved from ROSI on Friday, August 17. To make it easier for graduate administrators to track which students were sent the booklet in each mailing, I have posted an Excel spreadsheet which contains this information in your unit’s “From_SGS” folder in the SGSDrive. The file is called: “2012 Essential Grad Guide - Unit Distribution & Mailing List.”

Note: the spreadsheet contains 4 tabs. If you do not see the spreadsheet in your unit’s folder, or if one of the tabs in the spreadsheet contains no data, this means there were no students from your unit included in the mailing.

As before, the hard copy of the Essential Grad Guide was mailed to all new graduate students (excluding Management and OISE students) with Canadian and US addresses who accepted their offers to begin in the Fall 2012 session.

The Essential Grad Guide was not mailed to new students with international addresses. In order to ensure that these students receive their Essential Grad Guide, I once again ask that you hand the booklets to these students in person (or, send to a local address where the student will receive the booklet upon arrival in Canada). I am sending bundles of Essential Grad Guides to units which have students who fall into this category. You should receive this package this week by campus mail. When you receive your package, you will see that each booklet is labelled with the name of the student who should receive it. The names of these students are also included in the spreadsheet.

The PDF version of the 2012-2013 Essential Grad Guide is also posted on the SGS website in the section for New Students.

If you have any questions or concerns, please contact Victoria Hurlihey at victoria.hurlihey@utoronto.ca.

Dual Registrations 20129-20131 (14-Aug-12)

To: Graduate Administrators

From: Rodney Branch, Associate Director, Student Services – Student Systems and Records

SGS has run lists of graduate students who have been identified as potential dual registrants for the Fall 2012 session. If you have students in this situation, you will find a list in your folder on the SGSDrive (see instructions on using the SGS Drive found in the Manuals section of the SGS website).

Students are considered to be dual registrants when they are registered in a master’s program while beginning a doctoral program. The lists include:

  • Doctoral/master's dual registrations for 20129/20131

  • Students registered/invited in more than one SGS program

  • SGS students also enrolled in a non-SGS POSt(s) 20129/20131

With the permission of their units(s), dual master's/doctoral registrants are allowed to register dually for one session only. Students may register in other combinations with the permission of the graduate unit and as long as only one of the registrations is full-time.

Please confirm with your Student Services Assistant which students are or are not allowed to be dually registered and inform your students accordingly. Please let us know as soon as possible so that registrations for these students are accurate. SGS will adjust academic fees and/or incidental fees for these students, so please do not make changes to the registration status.

Please contact your Student Services Assistant or Officer if you have any questions.

2012-2013 Fall and Winter Session Registration (9-Aug-12)

To: Graduate Coordinators and Graduate Administrators

From: Rodney Branch, Associate Director, Student Services – Student Systems and Records

I trust the following information will be helpful to you in registering students for 2012-2013. Please note the following:

  • New this year: students who are receiving a University funding package (major award, research stipend or teaching stipend) may now register without payment (i.e., make a fee deferral) through the Student Web Service (ROSI). The Register without Payment form must be used if the student is receiving a major award, research stipend or teaching assistantship that is not part of a funding package or if they are registering after the deadline.

  • Students receiving OSAP, other provincial or US loans may use the Student Web Service (ROSI) to register without payment (i.e., defer fees). As of September 2012, students will receive their funds directly into their bank accounts – no more paper OSAP certificates to pick up!

  • Students must register and pay fees at the beginning of each academic year before they may attend classes or otherwise make use of University facilities.

  • Students with severe outstanding conditions will have an INVIT status and an invoice. They can make a fee payment though it will not change the INVIT status to REG. Your vigilance during the fall registration period is essential to ensure that conditions are appropriately cleared. Note: students with outstanding severe conditions are not able to use the Student Web Service (ROSI) to register without payment.

  • A printed copy of the SGS Calendar is no longer distributed to new graduate students. New graduate students will be asked to refer to the online version of the SGS Calendar. Bookmarks with a link to the SGS Calendar website have been sent to graduate units for distribution to graduate students.

  • Last fall, a new student email service called UTmail+ was launched. If your registration instructions include information about UTORmail, please replace it with UTmail+.

We aim to make instructions clearer for you and students each year. Thank you for your continuing feedback in helping us do this!

1. INFORMATION FOR NEW AND CONTINUING STUDENTS
Please ensure that students maintain a current and valid postal address as well as the address for a University-issued electronic mail account on the Student Web Service (ROSI). Please refer to the following to find out what materials will be sent to new and continuing students and note the methods by which each item will be sent:

The Essential Grad Guide for New Graduate Students:

  • During the week of July 23, the Essential Grad Guide, which contains information about registration and services offered by SGS and the University, was mailed to all new graduate students with Canadian or US addresses (excluding international students, continuing students and OISE and Management students), who are beginning their program in Fall 2012.

  • The electronic copy is posted on the SGS website.

  • This year, the Essential Grad Guide was produced in collaboration with the Office of Student Life and now contains photos, student profiles and more University resources for graduate students.

  • Essential Grad Guides for students with international addresses were labelled with the student’s name. Units are asked to hand booklets directly to these students when they arrive.

NOTE: The mailing list for the Essential Grad Guide was based on admissions data collected from ROSI on July 17, 2012. If additional students are admitted after July 17, please inform Victoria Hurlihey (victoria.hurlihey@utoronto.ca). Victoria Hurlihey will mail the Essential Grad Guide to these students directly from the SGS Student Services Office.

Registration Information Email for Continuing Graduate Students:

  • At the beginning of August, SGS will send an email containing important registration information to all continuing students.

  • This email will direct students to view the SGS website to gather information regarding registration, etc.

2. FEES
Students are considered to be registered as soon as they have paid the minimum tuition and incidental fees, or have made appropriate fees arrangements. Students should pay fees by August 31, 2012.

General Information

Fee schedules together with incidental fees are available at: www.fees.utoronto.ca/session/fall_winter_12_13.htm

UHIP charges for international students are included on their fees invoice.

Students wishing to make a fees payment from outside of Canada may choose one of the fee payment options outlined on the Student Accounts website.

Students can pay fees as soon as their invoice is updated on ROSI. Fees invoices are not mailed to students. Students must check their invoice on the Student Web Service (ROSI).

Fees for all programs for which students have been given final offers of admission will be assessed, unless a negative response to the offer has been entered on ROSI.

While students with outstanding severe conditions will be blocked from requesting registration without payment on the Student Web Service (ROSI), they can still pay fees at the bank. The payment will not change an INVIT status to REG. When clearing severe conditions please check the student account for payment. If students have not paid, direct them to make payment or request payment without registration as appropriate. If they have paid, please notify Student Services so the registration can be recorded manually (Please refer to the Student Services and ROSI Manual, Section 5.11: Clearing Conditions, or contact your Student Services Assistant).

Continuing students with outstanding conditions from the previous year or who have allowed their registration to lapse did not have an INVIT created for the session and so will not be able to pay fees. Please advise Student Services if the record needs to be updated.

Requesting to Register Without Payment (i.e., fee deferral)

Students can request registration without payment via the Student Web Service (ROSI) if they have no outstanding fees from a previous session and are the recipient of one of the following which exceeds the Minimum Payment to Register amount on their invoice:

OSAP loan

Other provincial government loan

US government loan

NEW – University funding package (major award, research stipend or teaching stipend)

The Register Without Payment (Fee Deferral) form must be used if the student is not receiving a major award, research stipend or teaching assistantship that is not part of a funding package or if they are registering after the deadline.

Final Year Doctoral Fees

Full-time students in the final year of their doctoral program pay a prorated tuition fee based on the full year tuition fee for their program (i.e. number of months registered times one twelfth of the annual fee). Incidental and ancillary fees are not prorated.

The student’s fee category determines their final year fee:

Before Time Limit – student’s fee is prorated, based on 100% of the annual domestic fee (international fee for international students) for the 12-month academic year plus FT sessional incidentals.

After Time Limit – the fees for PhD students in the pre-September 1, 2010 cohort and full-time Flexible-time PhD, and Professional Doctoral students in the pre-September 1, 2011 cohort, is prorated based on 100% of the annual domestic fee (international fee for international students) for the 12-month academic year plus FT sessional incidentals.

Students who have opted in to the new extension policy and students who began their program after the new extension policy came into effect are charged 50% of the annual domestic fee for the 12-month academic year plus FT sessional incidentals.

Fees are based on the date of final thesis submission to SGS, not the date of the defense.

Doctoral candidates who complete all degree requirements (i.e. defend and submit a final thesis with all corrections and modifications approved to SGS) by September 15, 2012 do not pay fees for the September session.

After September 15, 2012 and the 15th of every month thereafter, a monthly fee will be charged for each month the degree requirements are not completed.

Doctoral students will be billed for the annual fee but may choose to pay: (1) the full fee, (2) the minimum first payment or (3) the fee based on the expected date of completion. If a student pays LESS THAN THE FULL-YEAR FEE, a monthly service charge will be applied to any outstanding balance starting Nov. 15th. When degree requirements are complete, the Student Accounts Office will adjust the fees accordingly, including service charges to outstanding balances that have accrued since Nov. 15. A table of monthly academic charges plus incidental charges will be posted at www.fees.utoronto.ca.

Dual Registration

Continuing U of T master’s students who have been admitted to a doctoral program may be permitted by their graduate units to be dually registered for one session only. Students who are dually registered in the fall session must be recommended to graduate by January 25, 2013. For those who are dually registered in the winter session, degree recommendation must be submitted by April 19, 2013.

Late Registration Fee

A late registration fee of $44 plus $5 per day to a maximum of $94 will be charged for students registering after September 14. After September 14, students must register in person at SGS Student Services and show their fees receipt or fees arrangement request.

On September 17, SGS will FINCA all students who have not paid fees or have not requested to register without payment.

Students who do not register by the deadline will not receive T2202A tuition credit for the month of September.

3. UNIVERSITY HEALTH INSURANCE PLAN (UHIP)

The University Health Insurance Plan (UHIP) is compulsory for all international students. UHIP provides coverage from the date of arrival until August 31, 2013.

Dependents must enrol within 30 days of their arrival.

The Centre for International Experience is responsible for administering UHIP, distributing cards, processing exemptions and refunds, as well as answering questions. The UHIP administrator can be reached at 978-0290 or uhip.information@utoronto.ca.

4. TCARDS AND EMAIL ACCOUNTS

All new students are required to have a TCard, which serves as a student and library card. TCards for St. George Campus students are issued at Robarts Library, Rm 2054; TCards for UTM students are issued at the UTM Card Office, South Building; TCards for UTSC students are issued at the UTSC Library.

For further information, please check the TCard website.

Only University-issued email accounts will be accepted by the Student Web Service (ROSI). Please ensure that your students create University-issued email accounts.

Access to the University’s student portal requires the UTORID username and password provided when the TCard is created. Students must activate the UTORID to access the portal.

For information on how students can create their email account please refer them to: www.utorid.utoronto.ca 

6. GO TRANSIT/TTC DISCOUNTS

Student discounted travel privileges may be available for registered full-time students requiring transportation to and from campus on the GO Transit System. Students can get their GO Transit Student ID card at all Campus TCard Offices.

For information about TTC Metropass discounts, please refer to the University of Toronto Students’ Union (UTSU)website.

7. HOURS OF SGS STUDENT SERVICES FOR WEEK OF SEPTEMBER 10-14:

Mon. Sept. 10 - 9:15 a.m. – 4:00 p.m.
Tues. Sept. 11 - 9:15 a.m. – 4:00 p.m.
Wed. Sept. 12 - 9:15 a.m. – 6:00 p.m.
Thurs. Sept. 13 - 9:15 a.m. – 4:00 p.m.
Fri. Sept. 14 - 9:15 a.m. – 4:00 p.m.

Regular SGS Student Services hours are Monday to Friday, 10-4 p.m.

8. GRADUATE AWARDS

Award Instalments

Award payments processed through the Graduate Awards Office are made 3 times a year: at the beginning of the fall, winter and summer sessions. The fall session instalment is directly deposited into the student’s bank account through the student’s ROSI account. Fees are not deducted from the fall session award instalment except when a student has arrears. Winter and summer session instalments are posted to the student’s ROSI account and automatically put towards tuition and/or any outstanding charges. If there are no fees owing, students may request a refund from student accounts.

OSAP Loans

Beginning September 2012, OSAP will no longer issue paper loan/grant certificates for pick-up. Provided students have qualified for OSAP and promptly submitted their Master Student Financial Assistance Agreement (MSFAA) to a designated Canada Postal Outlet, the University will be able to confirm their registration and their OSAP funds will be deposited directly into their bank account when classes begin.

Master’s Tuition Fee Bursary

Intended for master’s students in both coursework and research programs who are beyond the minimum period of registration required of the degree, but who still have a small amount of work outstanding due to reasons beyond their control.

If students are completing degree requirements in the fall 2012 session, they must apply by November 30th (research-based programs) or January 25th (course-based programs); if students are completing degree requirements in the winter 2013 session, they must apply by March 30 (research-based programs) or April 20th (course-based programs).

The value of the bursary is equal to the difference between one session full-time fee and one session part-time fee.

This tuition assistance is provided for only one session during the academic year.

The MTFB form can be accessed on the SGS website.       

9. CHANGE IN CAMPUS AFFILIATION

Students in single campus programs are automatically affiliated with a campus according to their program of study.

Campus affiliation is included as part of the ROSI "roll-over" so campus affiliation is carried forward. Therefore, the form does not need to be completed every year for the purpose of campus affiliation (i.e., incidental fees).

The Change of Campus form is only to be completed if a graduate student wishes to change their default campus affiliation and meet specific criteria (see form).

Students will be charged the non-academic incidental fees appropriate to the campus. Retroactive rebates are not allowed.

For more information students should contact their Faculty Vice-Dean, Graduate Office or their graduate unit.

For more information, refer to the Student Services and ROSI Manual, Section 5.15: UTM/UTSC Campus Affiliation.

Deadlines for requesting UTM/UTSC campus affiliation rebates are the same as the registration deadline at the beginning of each term. 

10. ENROLMENT IN ACADEMIC ACTIVITIES

Data entry

The majority of graduate students enrol in courses via the Student Web Service

If the Student Web Service (ROSI) is unavailable, students may request enrolment in courses by submitting the Add/Drop Course(s) form to their unit.

If students would like to enrol in a course after the deadline, the unit must send the SGS Enrolment Form to SGS for data approval and data entry. 

Deadlines

Students must adhere to the deadlines found in the SGS Sessional Dates.

Please post deadlines so that all students are aware of registration/enrolment deadlines and ensure that all of your students have enrolled and are approved in courses by September 24.

University funding is based on student enrolment statistics compiled on November 1; therefore, it is important that all eligible students are registered on time.

If a graduate unit has reviewed a student’s request to enrol/drop a course after the deadline and has found exceptional circumstances, you may forward documentation (including statements from the course instructor, the student and an Add/Drop Form) to SGS for review.

Fee refund deadlines are different for Special Students and degree students. Please have them consult www.fees.utoronto.ca for exact dates and refund percentages. 

Language Requirements

Graduate units must enter language requirements, proficiency/research tools requirements and departmental examinations (as an academic activity). 

Undergraduate Arts and Science Course Enrolment

Students may take an undergraduate course if they have obtained permission from their home graduate unit and the relevant undergraduate department.

Graduate students must register in undergraduate courses through their graduate unit (not as an undergraduate non-degree student).

See the Student Services and ROSI Manual, Section 5.36 Undergraduate-Graduate Course Enrolment).

Any grade below 70% will be converted to FZ (failure).

Undergraduate courses normally do not count towards fulfilling graduate degree requirements.

As always, please contact your Student Services Officer or Assistant if you have any questions. Good luck with registration for 2012-2013!

Correction to SGS Sessional Dates (24-Jul-12)

To: Graduate Administrators and Coordinators

From: Heather Kelly, Director of Student Services

A correction has been made to the SGS Sessional Dates. The dates for Rosh Hashanah were incorrectly listed as beginning at sunset on Wednesday, September 16, 2012 to about 1 ½ hours after sunset on Friday, September 18, 2012. The correct dates are Sunday, September 16, 2012 and Tuesday, September 18, 2012.

The sessional dates posted on the SGS website have been corrected. The sessional dates in the SGS Calendar will be corrected in the HTML version.

Apologies for any inconvenience.

Essential Grad Guide (23-Jul-12)

TO: Graduate Administrators and Coordinators

FROM: Heather Kelly, Director of Student Services

DATE: July 23, 2012

Dear Graduate Administrators,

The Essential Grad Guide is the booklet for new graduate students which contains information about registration, awards, resources and more. This year, SGS worked in collaboration with the Office of Student Life to create a new and improved Essential Grad Guide. The booklet still contains important registration information for new students, but it also now features more Student Life content, student profiles, and photos. SGS extends thanks to the Office of Student Life for their work on this project.

Please note, as a result of this collaboration, the Office of Student Life’s publication–the Gradlife book–will no longer be published.

The PDF version of the 2012-2013 Essential Grad Guide is now posted on the SGS website in the section for New Students.

This week, the hardcopy of the Essential Grad Guide was mailed to all new graduate students (excluding Management and OISE students) with Canadian and US addresses who accepted their offers to begin in the Fall 2012 session. The mailing list was based on data retrieved from ROSI on July 17. If you did not record the admission responses of your students, please do so as soon as possible. In a couple of weeks, SGS will mail another batch of the Essential Grad Guide to students whose acceptance was entered on ROSI after July 17. You will not need to collect the information and mail these yourselves as we suggested last week. However, you do need to update applicant responses as soon as they come in.

The Essential Grad Guide was not mailed to new students with international addresses. This decision was made because many of the booklets which were mailed to international addresses in previous years did not reach their destination or were returned. In order to make sure that all new graduate students with international addresses who are starting in the Fall receive their Essential Grad Guide, I ask that you hand the booklets to these students in person (or, send to a local address where the student will receive the booklet upon arrival in Canada). I am sending bundles of Essential Grad Guides to units which have students who fall into this category. You should receive this package this week by campus mail. When you receive your package, you will see that each booklet is labelled with the name of the student who should receive it.

If you have any questions or concerns, please contact Victoria Hurlihey at victoria.hurlihey@utoronto.ca.

SGS Transfer Credit Handbook (14-May-13)

To: Chairs/Directors/Graduate Coordinators/Graduate Administrators

From: Michael Godwin, Student Services Officer, Division I

CC: Josie Lalonde, Associate Director, Student Services – Student Systems and Records
        SGS Student Services

The School of Graduate Studies is pleased to introduce a new reference to the graduate community:

Transfer Credit Handbook: This reference will assist graduate students and administrators in assessing transfer credit, including language requirements if applicable, in an approved exchange program, on the recommendation of the graduate unit.

Specifically, this handbook will explain the overall transfer credit process for outgoing exchange students:

  1. Getting started: students are encouraged to discuss their interest in an exchange opportunity abroad with their supervisor (if applicable) and their graduate unit;
  2. Course pre-authorization form: is the initial document that will facilitate the discussion (appendix A);
  3. Identifying an appropriate graduate level course: four criteria are identified
  4. for graduate students and administrators to consider;
  5. While on exchange: students need to consider the consequences of non-authorized courses, adding or dropping courses, and the host institution grading scale;
  6. Returning to U of T, and requesting transfer credit: to receive credit to a current degree program, the student must complete the Transfer Credit and/or Course Exemption Form (appendix B).


Transfer Credit Handbook location: SGS Home Page > For Students, Staff & Faculty > Students > Getting Involved > Exchange Program > U of T Student (Outgoing)–see Transfer Credit section.

Please familiarize yourself and your graduate unit with the SGS Transfer Credit Handbook. If you have any questions, please contact your Student Services Officer.

Access to Services on Approved Leave (30-Apr-13)

To: Graduate Chairs, Directors, Coordinators and Administrators

From: Josie Lalonde, Associate Director of Student Services – Student Systems and Records

CC: Committee of Graduate Deans, School of Graduate Studies
Committee of Deans and Directors, School of Graduate Studies
School of Graduate Studies Staff

I am pleased to announce that the School of Graduate Studies, the Faculty of Kinesiology and Physical Education, Hart House, and Student Life have come to an agreement that will allow graduate students on approved leave optional access to their services for a fee. This new option will be available beginning tomorrow (May 1, 2013).

The fee is based upon the sessional incidental fees normally assessed for each service and are as follows:

FT: $367.36 per session PT: $73.49 per session

The agreement recognizes the need to facilitate access to services which support students’ health and wellness while on leave and thereby potentially decreasing the amount of time required to be on leave and ensuring a successful transition back into the student’s program.

For further information, please contact your Divisional Student Services Officer.

Managing Graduate Students' Records (2-Apr-13)

To: Chairs/Directors/Graduate Coordinators/Graduate Administrators

From: Michael Godwin, Student Services Officer, Division I

CC: Josie Lalonde, Associate Director, Student Services – Student Systems and Records
Loryl MacDonald, University Archivist

The School of Graduate Studies welcomed the University Archivist, Loryl MacDonald, to the graduate community at a workshop event on March 21, 2013. The turnout among Graduate Administrators was at capacity. For those who were unable to attend, and for ease of reference, the following resources are available on the SGS website:

  1. Managing Graduate Students’ Records: This PowerPoint presentation introduces basic principles and practices of records management. It also provides an overview of the University of Toronto Records Management program and reviews best practices for managing graduate students’ records.

  2. Graduate Records Schedules: This document is to be used by graduate administrators to assist in the navigation of the graduate records schedules.

Please familiarize yourself and your graduate unit with these resources, including the graduate records schedules, which are located on the SGS web page: SGS Home Page > Administrative Support > Graduate Student Records.

If you have any questions, please contact your SGS Student Services Officer.

Information for New Students (6-Feb-13)

To: Graduate Administrators

From: Zamiha Premji

CC: Vice-Dean, Students
Vice-Dean, Programs

As offers of admission are now being made, please be reminded that useful information for new students is available on the SGS website on the New Students page.

Each ROSI-generated letter of offer advises students to visit this page.

Two important documents on the New Students page can be printed off for inclusion in your offer packages. I attach them here for your quick reference:

  1. Information for New Students Brochure

  2. Supplementary Form for International Students

Kind regards,
Zamiha V. Premji
Recruitment and Admissions Officer
zamiha.premji@sgs.utoronto.ca

Forms for Administrative Staff (11-Jan-13)

To: Chairs/Directors/Graduate Coordinators/Graduate Administrators

From: Michael Godwin, Student Services Officer, Division I

CC: Heather Kelly, Director, Student Services
Rodney Branch, Associate Director, Student Services – Student Systems and Records

SGS Student Services would like to notify the graduate community of a new secure website location for its forms for administrative staff, including the following forms: admission decision, late grade submission or grade revision, non-standard admission and program, recommendation for candidacy and master’s degree recommendation.

New Location: SGS Home Page > Administrative Support > Restricted Access

You will need a username and password to access these administrative forms as well as other useful resources which can be found in the administrative support section of the website such as admissions support, manuals, supervision resources, and the SGS information systems access request form. Please note, the username and password have not changed.

If you have any questions, or to retrieve the username and password, please contact your SGS Student Services Officer. 

SGS Services Support over the 2012 December Break (5-Dec-12)

To: Graduate Administrators

From: Rodney Branch, Associate Director, Student Services – Student Systems and Records

CC: H. Kelly, Director Student Services
       K. Huffman, Associate Director, Student Services, Graduate Awards and Financial Aid
       C. Kim, Director Support Services
       L. Altena, Director Information Systems

As you know, administrative offices at the University will be closed from 5 p.m. on Friday, December 21, 2012 to 8:45 am on Monday, January 7, 2013. Over this period the online services SGS provides to applicants and students, admission and OGS applications, thesis processing payments, will be available. However, they will run unsupported. Staff will not be available to deal with technical issues, post payments or answer questions from students
and applicants until we return on January 7. When we return it may take a few days to process the accumulated enquiries and payments.

We will place notices about the closure and support on our website and in the various applications. We ask that you do the same. If you have set your application deadlines during the period before the University reopens, please make sure that you do notify your students and applicants of the closure dates and be prepared to deal with accumulated enquiries when we reopen. It may be prudent to change your deadlines to January 8 or later to lessen the backlog of enquiries in your unit and at SGS.

If you have questions about the individual processes and the impact of the closure, please speak to the SGS office responsible for the particular business process. 

Information from Centre for International Experience (12-Nov-12)

To: Graduate Administrators

From: Heather Kelly Director, Student Services

CC: Student Services, School of Graduate Studies

On behalf of SGS’s embedded International Transition Advisor from the Centre for International Experience (CIE), please find below a number of resources that may be helpful in preparation for incoming January-admits international students, and any questions that they may ask of you.

For new Graduate Administrators, SGS has collaborated with CIE to have an International Transition Advisor be available to our Graduate Students on-site twice per week. Erika Bailey is able to speak with international students regarding their Citizenship and Immigration Canada documents and processes, moving-to-Canada transition issues, concerns about culture and language, amongst a large range of other student-led topics. More information.


SGS will send these details directly to all international students, so it's included here for your information only. For your reference, the message to students is included below.

Regards,

Heather Kelly
Director of Student Services
heather.kelly@utoronto.ca

Status in Canada Exemption for PhD Applicants to the Federal Skilled Worker Program (18-Oct-12)

To: Chairs/Directors/Coordinators/Administrators

From: Heather Kelly, Director-Student Services

CC: Committee of Graduate Deans
        SGS Student Services

As per current Ontario government policy, international students are assessed international student fees unless they are a Canadian Citizen, Permanent Resident (PR) or they qualify for a Status in Canada exemption (as described on the Student Accounts web page).

It has come to our attention that the Ministry of Training, Colleges and Universities (MTCU) will allow an exemption to international student fees for PhD students who have applied for PR status under the Federal Skilled Worker (FSW) program and have received “a positive final determination of eligibility for processing.”

This change is effective immediately. Please direct interested PhD students who have applied under the FSW program and received approval in principle to the School of Graduate Studies for a review of their documentation no later than November 1, 2012 for the Fall/Winter terms and February 1,
2013 for the Winter term. Retroactive status changes are not possible.

Graduate units will be informed of any status change. Please note that a student who is eligible for the exemption is also eligible for operating grants.

Please contact your Divisional Student Services Officer or Assistant for any questions about Status in Canada exemptions.

Opening Doors Non-Academic Career Opportunities (2-Oct-12)

To: Chairs, Coordinators, Directors, and Graduate Administrators

From: Heather Kelly, Director of Student Services, SGS

CC: Karen McCrank, Programming Coordinator, SGS
       Rory McKeown, Outreach and Orientation Assistant, SGS

The School of Graduate Studies and the Career Centre is planning Opening Doors: Non-Academic Career Opportunities on November 12 for Divisions I and II and November 13 for Divisions III and IV. We are looking to our partners in graduate units across the University to assist us in identifying appropriate alumni guest speakers to make these events a success. If you or someone in your department knows anyone who would be a suitable guest speaker, could you please put them in touch with our Orientation and Outreach Assistant, Rory McKeown at: events@sgs.utoronto.ca by Friday, October 12, 2012.

Based on the success of our pilot event held in May 2012, the School of Graduate Studies and the Career Centre plan to make this an annual event. This event will consist of a pre-event workshop on networking hosted by the Career Centre the week of November 5th. On November 12 and 13th we will be hosting a series of panel discussions for students who may be considering – or confronting – the prospect of the non-academic job market then conclude each evening with a networking reception. The speakers on the panels will be University of Toronto alumni who have pursued graduate studies and then opted for non-academic careers.

Last spring this event was attended by around a hundred students, and succeeded in part because of the help of graduate units in finding suitable alumni to speak. Feedback from students confirmed that graduate students, more than ever, need to be aware of the various career paths open to them. We hope you will join us providing them with this crucial opportunity.

Combined Degree Program Notations on Transcripts (28-Sep-12)

To: Graduate Coordinators and Graduate Administrators; Combined Program offices

From: Rodney Branch, Associate Director, Student Services – Student Systems and Records

CC: Heather Kelly, Director, Student Services
       Student Services Officers and Assistants

In the development of the University of Toronto Graduate Programs Definitions document, we noted that although combined programs are considered programs in their own right, we have not been recording enrolment in the combined program arrangements on the transcript until completion. To improve the accuracy of the transcript and to make it more apparent to the reader that the student’s program requirements may be different from others in the degree program, effective September 2012 the combined program will be noted with a status of “In Progress” in the SGS portion of the University of Toronto consolidated transcript from the point of first registration in the first graduate degree in the combined program.

This change will be effective for students starting their combined program in September 2012. It will not be retroactive for earlier cohorts. Because the subject POSt is attached to graduate program POSts the notation will not appear in the first year of JD-MA or other combined programs where an undergraduate registration precedes the graduate registration. For the notation to appear it is important that graduate units and combined program offices manage the status of the subject POSt at admission and registration and notify SGS Student Services of changes as they occur.

Because ROSI does not support a withdrawn status on subject POSts we will make special arrangements in the very rare case where a student may withdraw from the combined program. In such a case we will add transcript comments to the sessions the student started and withdrew
from the program.

If you have questions about the transcript notation or the processes involved in managing the combined program subject POSts, please contact your Student Services Assistant or any of us in Student Services.

Confirmation of Degree Letters (21-Sep-12)

To: Graduate Administrators

From: Heather Kelly Director, Student Services

CC: SGS Student Services Staff

Please be reminded that SGS Student Services provides graduate students with Confirmation of Degree letters when the following conditions have been met:

  1. all degree requirements have been completed and a degree recommendation has been received by SGS Student Services;
  2. grades have been officially released (not simply entered in ROSI) and;
  3. a final, approved copy of the thesis is submitted to T-Space, if applicable.

SGS aims to provide confirmation of degree letters within 5 business days. Please find more information on letter requests on the SGS website.

Thank you in advance for referring your students to SGS Student Services only when the above requirements have been met. Your assistance in communicating the time-line for letter requests is also appreciated.

Regards,
Heather Kelly
Director of Student Services

Grade Submission Form (21-Sep-12)

To: Graduate Coordinators and Graduate Administrators

From: Michael Godwin, Student Services Officer, Division I

CC: Heather Kelly, Director, Student Services
Rodney Branch, Associate Director, Student Services, Student Systems and Records

At the request of the graduate community, the new grade submission form is a template and may be used by an instructor to submit an individual grade (e.g., MRP, project, reading, seminar, etc.) before the SGS grade submission deadline. Note: this form does not need to be submitted to SGS but must be retained in the student file.

The form is located on the SGS website: Forms for Administrative Staff > Grades

• Grade Submission (PDF, password protected)

After the SGS grade submission deadline, graduate units wishing to assign a final grade cannot use this form and, instead, will need to submit a Late Grade Submission or Grade Revision request to SGS.

If you have any questions, please feel free to contact your SGS Student Services Officer.

School of Graduate Studies Important Dates 2012-2013 (11-Sep-12)

To: Chairs/Directors/Graduate Coordinators/Graduate Administrators
CC: Committee of Graduate Deans
School of Graduate Studies, Staff

From: Heather Kelly, Director of Student Services

Every year, SGS Student Services prepares an integrated list of important dates for your convenience which includes sessional dates from the academic calendar, governance meeting schedules (GEC, CSM, CPM) as well as SGS Student Services dates & deadlines (award deadlines, workshops, meetings and brown bag lunches etc.), among others. Please find attached SGS Important Dates 2012-2013.

Please note that there are numerous other SGS events and deadlines that occur throughout the year and graduate units are informed of these through a variety of communications during the course of the academic year.

The graduate sessional dates are included but can also be referenced in the SGS 2012-2013 Calendar. Also, iCal users may download a .ics version of the Sessional Dates 2012-2013.

I hope that you will find this document useful.

Regards,

Heather Kelly
Director of Student Services

Study Permit, International Fee Exemptions and SIN Clinic (23-Aug-12)

To: Graduate Administrators

From: Heather Kelly, Director of Student Services

CC: SGS Student Services

SGS Student Services has received a number of questions with respect to the role of graduate units in reviewing and retaining international student’s study permits as well as international fee exemption documents. Please find more information below:

Study Permits

As best practice, graduate units are encouraged to ensure that all incoming international graduate students have a valid study permit and retain a copy of that study permit in the official student file. It is the student’s responsibility to ensure that their study permit is renewed.

Should a full-time international student with a valid study permit be employed by the graduate unit on-campus, the graduate unit should ensure that the international student has both authorization to work (i.e. valid study permit, full-time registration) and a Social Insurance Number (SIN) and retain supporting documents in the student file. If you are unclear about a student’s eligibility to work on-campus, please contact Erika Bailey. For example, an international student with Implied Status may be eligible to work on-campus as they wait for the renewal of their study permits. Please be reminded that students cannot work more than 20 hours per week.

More information on study permits

More information on working in Canada

International Fee Exemptions

As you know, certain categories of international students are eligible for an international fee exemption. Please see the Student Accounts website for eligibility. Students seeking an exemption must come to SGS and bring original documents to substantiate the claim by key deadlines in each term.

If the exemption is approved, your Student Services Assistant will process the exemption on ROSI. You will be informed of the change and a copy of the supporting documentation will be forwarded to you for the student file. It is very important that these documents be retained in the student file for audit purposes.

Should you have any questions about study/work permits, please contact the CIE/SGS International Transition Advisor Erika Bailey at e.bailey@utoronto.ca. Any questions regarding international fee exemptions can be directed to your Student Services Assistant.

Social Insurance Number (SIN) Clinic

Service Canada and CIE are hosting several SIN card clinics for international students. Students who submit the required documentation will be issued a social insurance number on the spot.

Clinic dates and locations:

  • Monday August 27th, 9:30 a.m.-2:30 p.m. Room 204, Cumberland House, Centre for International Experience, 33 St. George Street
  • Wednesday September 19th, 9:30 a.m.-2:30 p.m., Global Lounge, Cumberland House, Centre for International Experience, 33 St. George Street
  • Friday September 28th, 9:30 a.m.-2:30 p.m., Room 204, Cumberland House, Centre for International Experience, 33 St. George Street

Required documents:

  • Valid passport
  • Valid study permit,
  • Off-campus work permit OR post-graduation work permit OR offer of employment by the University of Toronto.


 Please note: Renewals and replacements of SIN cards will not be made during this clinic. In this case, students must apply in person at a Service Canada office.

For more information or to book an appointment, please contact Nicole Kelly at nicole.kelly@utoronto.ca.

Regards,

Heather Kelly
Director of Student Services

UT Mail+ (17-Aug-12)

To: Graduate Administrators and Student Services Staff

From: Heather Kelly Director, Student Services

UTmail+ is the new student email and calendaring service for students at the University of Toronto. UTmail+ gives students 10 GB of email storage plus 7 GB of online storage, Microsoft Office Web Apps, and more.

Student UTORmail is now phasing out service. Students who have not switched to UTmail+ are now being directed in batches to the enrolment page until all students have switched to the new service. All students with UTORmail accounts must switch to UTmail+ and transfer the desired e-mail contents to the new inbox by October 31, 2012.

For more information on UTmail+ enrolment and features, please visit the UTmail+ website.

Your assistance in ensuring that continuing students are aware of the change is appreciated. Should you or your students have any questions about this service, please contact the Information Commons Help Desk (416-978-HELP (4357) or help.desk@utoronto.ca).

Thank you.

Heather Kelly
Director of Student Services

Online UHIP Cards (17-Aug-12)

To: Graduate Administrators and Student Services Staff

From: Heather Kelly Director, Student Services

UHIP has gone electronic!

The University Health Insurance Plan (UHIP) has made changes to how international students receive their health card. Beginning September 1st, students will be able to access their cards online. Details about this new process are available on CIE’s UHIP web page.

To better communicate this change, CIE has created information postcards and posters to distribute on campus. If interested, please contact the UHIP Project Manager, donna.carvalhal@utoronto.ca, with the number of postcards and posters you would like to receive.

Thank you.

Heather Kelly
Director of Student Services

New Information from Centre for International Experience (8-Aug-12)

To: Graduate Administrators

From: Heather Kelly, Director of Student Services

CC: CIE Embedded Advisor
       SGS Student Services

On behalf of the Embedded Advisor from the Centre for International Experience (CIE), this is a reminder of a number of resources that may be helpful in preparation for incoming international students, and any questions that they may ask of you.

Please note that as of July 31, 2012, Citizenship and Immigration Canada has changed the application form for students applying from within Canada. Students may continue to use the old form until November 1, 2012.

 
SGS will send these details directly to all international students, so it's included here for your information only. For your reference, the message to students is included below.

Regards,

Heather Kelly
Director of Student Services

Dear Incoming U of T International Student,

On behalf of everyone at the University of Toronto Centre for International Experience (CIE), we are very much looking forward to welcoming you to U of T and to supporting you as you transition to Canada. Mark your calendar and sign-up to join us at the annual CIE Welcome Reception for international students on Friday, September 7 at 12:00 - 2:00 pm.

As you prepare for your arrival, we remind you that the Centre for International Experience (CIE) (http://cie.utoronto.ca/), provides a host of services to help you.

The following additional information may be helpful this month as you prepare to come to Canada:

 
We look forward to seeing you in September!

Sincerely,

Erika Bailey
International Transition Advisor
Centre for International Experience | University of Toronto
33 St. George Street | Cumberland House, 2nd Floor | Toronto, Ontario | M5S 2E3 Canada
Phone: 416-708-1208 | www.cie.utoronto.ca | Fax: 416.978.4090
 

Thesis Submission & Convocation

Free Degree Confirmation Letter for Doctoral Students (25-Jan-13)

To: Graduate Administrators

From: Heather Kelly, Director, Student Services

CC: SGS Student Services

Doctoral Students who have successfully defended their thesis in a final oral examination overseen by SGS, and who have submitted the corrected thesis to T‐Space, are entitled to one free letter confirming they have completed their degree requirements. This letter must be requested by the student to the Doctoral Examinations Office, and is available for free between the submission of their thesis to T‐Space and the end of their chosen convocation. After convocation, this letter is available upon request at the cost of $7.00 per letter, in keeping with our charges for other letters. Students must also not owe fees in order for this letter to be released.

The free period is meant to cover the time when all degree requirements are complete, but before this is reflected on the student’s transcripts. Students use these letters to obtain work permits, invite family to a graduation ceremony, and satisfy award, employment or postdoctoral fellowship requirements, among other reasons.

Deadline Dates for November Convocation 2012 (11-Sep-12)

To: Departmental Administrators

From: Audrey Fong, Master's Thesis Submission and Graduation Office

In order for the Office of Convocation (OC) to know how many students are graduating in November for seating and ticket purposes, SGS would like to receive degree recommendations forms or have defences completed as early as possible. This allows us to enter the faculty eligibility request on ROSI in a timely manner.

Sept. 28, Friday: Final date for students to request a name change for diplomas

Oct. 3, Wednesday: Final date for OC to receive requests (via SGS) for diploma holds

Oct. 5, Friday: Final date for graduate units to submit degree recommendations and for students to submit their correctly formatted theses where required

Oct. 9, Tuesday: SGS to enter last minute masters/doctoral faculty eligibility requests on ROSI from Oct. 5th deadline and check to make sure all theses are submitted where required

Oct. 10, Wednesday 10 a.m.: Graduate Units download Excel file in ROSI Express of Masters/Doctoral/Collaborative program graduation lists for verification and Chair/Coordinator/Registrar/Director signature (Graduate Units will have 24 hours to respond)

Oct. 11, Thursday by 2:00 p.m.: Graduate Units to return lists with corrections to the SGSDrive. If there are no corrections, this is the final verified graduation list which should be signed as above. If there are corrections please make note of the changes and submit to the SGSDrive, the unsigned graduation list. SGS to make any changes requested by Graduate Units in preparation for the final OC data retrieval; SGS will inform Graduate Units requesting changes when they have been processed. Graduate Units re-download Excel file to verify requested changes. If there are no further corrections, this is the final verified graduation list which should be signed as above.

Oct. 9, Tuesday 12:00 noon: Office of Convocation data retrieval 


Oct. 3 – Nov. 9: OC to email graduands to their UTOR accounts re: graduation eligibility

 
Oct. 15, Monday: OC opens online gown rental and guest tickets


Oct. 29, Monday: online RSVP, guest tickets and gown rental closes at 11:45 p.m.


Nov. 5, Monday: ticket pick-up opens

Thanks and best regards, Audrey

Audrey Fong,
Administrative Assistant
Master's Thesis Submission and Graduation Office

 

Deadline Dates for Name Changes on Diploma - November 2012 Convocation (11-Sep-12)

 

To: Departmental Administrators

From: Audrey Fong, Administrative Assistant

Please note that a student’s name as it appears in the University’s Repository of Student Information (ROSI) is the name that will appear on his or her diploma. Changes to a student’s name include missing accents, misspellings, the addition or deletion of a name (first or middle), and the changing of a last name (due to marriage, etc.).

The DEADLINE to change names or return the missing accents form for the November 2012 Convocation period is September 29, 2012. Due to publication deadlines, name change requests and forms received after this deadline cannot be processed.

If the student’s name is missing accents, he or she should download and complete the November 2012 NAME ON DIPLOMA form on the Office of Convocation website and return the form to the address provided.

If students are requesting a name change, please direct them to visit the front counter at School of Graduate Studies between 10:00 am and 4:00 pm and to bring photo identification.

​Audrey Fong,
Administrative Assistant
Masters Thesis Submission and Graduation Office

Chair Summary Forms in the SGSDrive (5-Sep-12)

To: Graduate Administrators

From: Lisa Haley, Postdoctoral Administrative Officer

Following the final oral examination of a doctoral student, the Doctoral Examinations Office scans a copy of the Chair Summary Form to provide to the student’s graduate unit. This form outlines the result of the exam and records how each member of the committee voted, and is intended for the student’s file. In the past, these forms have been scanned and emailed to you; however, this method raises security issues. Effective immediately, these forms will be scanned and deposited ​into the SGSDrive for retrieval. The forms will be available up to two weeks from the date of the exam (time of deposit will depend on office workflow); a notifying email will not be sent regarding these forms. Please contact the Doctoral Examinations Office if you are missing a summary form outside of the two-week period.

Lisa Haley,
Postdoctoral Administrative Officer​