Regulations and Policies

Approved by Senate May 26, 2015; revised May 16, 2023.

This policy applies to students registered in graduate programs or graduate courses at Trent University as well as to applicants to graduate programs at the University. Academic integrity is defined by the basic principles of honesty, trust, fairness, respect, and responsibility (as articulated by the International Center for Academic Integrity, www.academicintegrity.org). 

All members of the University community share the responsibility for the academic standards and reputation of the University. When students submit work for academic evaluation and credit, they imply that they are the sole authors of the work. Clear and careful attribution of the words and ideas of others is an essential part of academic scholarship. Academic honesty is a cornerstone of the development and acquisition of knowledge and is a condition of continued membership in the University community.

Graduate students should review the Graduate Academic Integrity Policy to ensure familiarity with its requirements. Graduate students study at an advanced level and the university has every expectation that all graduate students understand the meaning of academic integrity and will undertake work with academic integrity.

1.    Conflict of Interest Guidelines for the selection of External Examiners for Defences

Conflicts of interest should be managed in an open and transparent manner. Graduate faculty members are responsible for identifying and addressing real or apparent conflicts of interest in their programs, bringing these to the attention of the faculty involved and/or the program director.

An external examiner is considered to be in a conflict of interest vis-à-vis examination of a thesis or dissertation if the supervisor or someone on the committee is:

•    a close friend;
•    a relative;
•    a current research collaborator, co-author or co-editor (within past 5 years);
•    an institutional colleague;
•    a former thesis supervisor or mentor;
•    a student previously under the member's supervision (within last 10 years);
•    a person with whom the member is involved in a dispute;
•    a person with whom the member is involved in a research partnership;
•    an industrial, government or non-governmental (NGO) representative directly involved in collaborative activities with the supervisor.

2.    Conflict of Interest Guidelines for participation on Scholarship Committees:

Faculty may serve on scholarship committees if they have students applying for these scholarships. If the Chair of the committee or one of its members perceives there to be a conflict, they should raise this within the committee.

Approved by the Graduate Studies Committee: November 25, 2011
 

Approved by Senate February 2014.

Students seeking an extension beyond the approved time limit in a graduate program, as well as students who switch from full-time to part-time status, must establish an agreement with their supervisor that outlines a timeline to completion, including milestones and deadlines prior to submitting the request for extension. At the beginning of each subsequent term, the student must submit a progress report to the Program Director, copied to their supervisor, outlining the milestones achieved, as well as a revised agreement covering the next term. Failure to meet milestones in the agreement may be deemed as unsatisfactory work and may lead to removal from the graduate program.

Wherever possible an external examiner should be present, on the Trent campus, for all thesis defence examinations. In situations where it is not possible to have an external examiner attend in person, programs are encouraged to use video or audio conferencing. In extraordinary situations, for a Master’s degree only, where neither in person, nor video, nor audio conference examinations are possible, an external examiner may be asked to review the thesis and to provide a detailed written assessment of the thesis and questions that will be asked during the defence by the examination Chair. Where none of the above is possible, the Program may petition the Dean for permission to use a second internal examiner, in lieu of an external examiner, for Master’s degrees only.

Approved by Senate, December 5, 2006
 

Background:

University regulations for graduate students state that a passing grade in a graduate course is 70% (page 360 of the current calendar). Further the regulations include a section on unsatisfactory work. Students deemed to be doing “unsatisfactory work” “may at any time be required to withdraw from the University” (page 361 of current calendar). Unsatisfactory work is defined as including course work receiving a final grade lower than 70%.
The policy as currently written does not specify that withdrawal is mandatory for receiving a grade of less than 70%, only that this may be an outcome. In the absence of clearer regulations programs have adopted different approaches and this has led to confusion on the part of students and faculty members. Accordingly, the GSC proposes that the following policy be adopted concerning failed courses.

Calendar Copy:

Students who obtain less than 70% in a non-required or elective course or degree element may take another course or degree element in substitution. If 70% is not obtained on the substituted course or degree element, the student will then be obliged to withdraw from the program. Only one such substitution will be permitted as part of requirements of any degree.
Students who obtain less than 70% on a required course or required element of a degree will not be permitted to retake the course and will be required to withdraw from their program. This regulation does not apply to doctoral program comprehensive or candidacy examinations. See program regulations for information concerning comprehensive or candidacy examinations.

This regulation will take effect on September 1, 2010.
 

Final submission

The Graduate Program Director, in consultation with the thesis supervisor (and/or co-supervisors), must verify that appropriate corrections have been made, and then submit a summary report of the thesis defence and examination to the School of Graduate Studies.

An approved thesis may be submitted at any time following the oral defence. However, candidates wishing to graduate at Spring Convocation should refer to the deadlines for submission of final copies of successfully defended theses. Candidates not meeting these deadlines are required to re- register until the thesis has been formally submitted and approved by the University.

The formal submission of the thesis to the University is made to the School of Graduate Studies. At this point, the thesis should be in its final typed version, and in pdf format. Submit final pdf copy to graduate@trentu.ca for review. The School of Graduate Studies will review and inform the student when final copy is approved for submission.

After the thesis has been formally approved, the candidate will submit their thesis online through ProQuest. Some graduate programs may have additional submission requirements. Students should check with their home department regarding such.

When the thesis is submitted, the candidate is required to complete a “Non-Exclusive Licence to Reproduce Theses/Dissertations” (Form NL/BN 59/02). This gives consent for the Library and Archives Canada to make the thesis available to interested persons and grants a non-exclusive, for the full term of copyright protection, license to Library and Archives Canada.

Binding of thesis

Theses may be bound in Trent green with front cover and spine writing in gold. Binding arrangements are made through the School of Graduate Studies. A bound hardcopy may be required by the program - please see your program for specific guidelines. Students have the option of having personal copies bound through the School of Graduate Studies. Fees for binding will be charged to the student account.

Intellectual property and copyright regulations

For information concerning intellectual property and copyright regulations, please refer to the “Guidelines for the use and ownership of intellectual property developed by graduate students at Trent University” found in the Policies and Procedures section of this academic calendar.

Notes

• Arrangements and expenses for producing the final thesis copies are the responsibility of the student.
• The current Graduate Students’ Handbook available through the Graduate Student Portal or on the Graduate Studies website: https://www.trentu.ca/graduatestudies/current-students-faculty includes a detailed guide on the preparation of a thesis.
 

General:

Graduate Student Appeals Procedure Approved at Senate, April 2009
Under this procedure, an issue should be initially be dealt with as close to its source as possible. Students should first attempt to resolve a matter informally with the initial decision-maker(s). Where informal resolution is not possible, a student has the right to make a formal appeal. This procedure recognizes two different types of appeals: 1) those dealing with assignments and examinations associated with graded courses that are part of the requirements of a degree; and 2) those dealing with the examinations or evaluations associated with major degree requirements such as comprehensive or candidacy examinations, evaluation of major research or internship papers and theses defences.

It is the responsibility of the student to present full supporting documentation and to state grounds for the appeal in writing. Details on the first step of an appeal process may be obtained from each Program Office. Dissatisfaction with, or ignorance or neglect of university policy or published deadlines does not constitute sufficient grounds for an appeal. Decisions related to admission to an academic program are not subject to appeal.

Formal Appeals:

1. Formal appeals of grades on assignments or examinations that are part of a course

Appeals of grades on assignments/exams in a course should be made to the course instructor in the first instance, normally within four (4) weeks of receipt of the grade. Appeals submitted after that time may not be accepted.

The original grade of a student who is making an appeal cannot be lowered as a result of that appeal. If the appeal is denied, the instructor will provide the reasons in writing to the student.

Where the student is dissatisfied with the outcome, a further appeal may be made to the Program Director. The Program Director’s decision is final subject to an appeal to the Special Appeals Committee.

2. Formal appeals of outcomes of comprehensive/candidacy examinations, thesis/dissertation examinations, or MRP/Internship evaluations, or other degree elements

Appeals of outcomes of comprehensive/candidacy examinations, thesis/dissertation examinations, MRP/Internship evaluations, other degree elements, or recommendations for withdrawal from a degree program should be referred to the Program Director in the first instance.

Appeals should be submitted to the Program Director normally within four (4) weeks of receiving the outcome in question. Appeals submitted after that time may not be accepted.

If the appeal is denied, the Program Director will provide the reasons in writing to the student.

Where the student is dissatisfied with the outcome, the appeal may then be sent to the Dean of Graduate Studies, within two (2) weeks of receiving the decision.

Upon receipt of an appeal, the Dean of Graduate Studies will inform the Program Director and will convene the Graduate Studies Appeal Committee. The composition of the Committee will normally be three non-student, voting members of the Graduate Studies Committee (GSC) who are not members of the graduate program of the student. Where necessary for reasons of expertise or background, the Dean may appoint a non- member of the GSC as one of the three members. The Committee will review written documentation and may seek additional relevant evidence at its discretion, including evidence from external experts. The remedy open to the Committee will be limited to a recommendation for reassessment and the conditions under which a reassessment will be made. The decision of the Committee is final, subject to an appeal to the Special Appeals Committee. The committee will attempt to reach a decision within eight weeks.

In the event that there is a dispute over which process, (i.e.. 1. or 2.) should be used for a particular appeal, the decision on process will be made by the Dean of Graduate Studies.

Students who have exhausted all other appeal processes may appeal to the Special Appeals Committee of Senate on the grounds that a policy or practice has caused the student undue hardship. Special appeals must be filed with the University Secretariat within four (4) weeks of the receipt of the previous ruling. More information is found at the Special Appeals website - http://www.trentu.ca/administration/specialappeals.php. All decisions of the Special Appeals Committee are final within the university and take effect when issued.

General Guidelines & Student Eligibility:

Student Residency and Eligibility

Graduate students who are Canadian citizens, permanent residents or protected persons as defined by Citizenship and Immigration Canada enrolled in a graduate program at Trent University are eligible to access TSA and endowed bursary and award funding. To access bursary and award funds matched by the OSOTF and OTSS programs, students must meet the OSAP definition of an Ontario resident. The OSAP definition states that students must reside in Ontario for at least one year, without being a full-time post-secondary student, to be considered an Ontario resident. Students who have been in Canada for less than one year, and have only resided in Ontario, are also considered Ontario residents.

International (Visa) students are not eligible for TSA, OTSS or OSOTF funded bursaries. There are a limited number of privately funded bursaries available to international students.

Bursaries are meant to supplement, not replace, provincial government aid programs and a student’s own resources. Students must generally be in receipt of OSAP, another provincial student aid program, First Nations council funding or tribal council funding to qualify for a bursary. Out-of-province students must provide the assessment notice from their province’s student aid program.

Bursary Application

To be considered for bursary funding, students must complete and submit a Trent University graduate bursary application by the advertised deadline.

Registration status & course load

To qualify for assistance, students must be registered as a graduate degree seeking student in their program of study. Students may be registered either full time or part time in their program. Normally, students will not be eligible to receive a bursary in their last semester of registration and must be actively registered at the time of the bursary allocation.

Academic standing

All students that are qualified to attend Trent University in a graduate program, that is eligible for MTCU funding, are eligible to receive bursary and award funding.

Bursary Award Amounts

The School of Graduate Studies will set maximum bursary awards each year based on the needs of students and funds available. Normally, this maximum amount will not exceed $1500/semester or up to $3000/year.
Student Resources
Students must declare all resources when applying for a bursary. This includes, but is not limited to, money received from family, scholarships, awards, and employment earnings.

Allowable expenses

Allowable expenses include all direct educational costs, including tuition, books, and living expenses.

The Financial Aid office establishes and shares a list of reasonable living and education costs, based on costs allowed by OSAP. Students with extra costs because of special circumstances must use the bursary appeal process to access additional funding.

Gas expense may be allowed, if public transit is not available, and the student must travel by car for their program of study or research. Only gas costs will be considered; car payments, repairs and insurance will NOT be considered in the bursary process. Costs for household items such as furniture and computers will also NOT be considered.

Students with dependent children may include additional living and child care costs on the bursary application. Students responsible for the care of their parents are encouraged to provide supporting documentation.

If specialized equipment is needed to complete thesis or dissertation research, equipment costs may be included. The School of Graduate Studies will consult with the program administrators and the faculty supervisor to determine program requirements. The bursary program may not be able to address all student equipment costs.

Appeals

Bursary appeals will be reviewed after all regular applications have been processed. Students must submit a letter explaining the student’s special circumstances, and all documentation to support the student’s appeal, must be provided before the appeal can be considered. Appeals will be reviewed by the Dean of Graduate Studies and will be considered on a case by case basis.

Students may appeal for additional funds because of extra expenses, such as uninsured medical or dental expenses. Cosmetic medical expenses and expensive dental procedures such as orthodontic work or tooth replacements will not be covered by the bursary program. Students are required to claim medical and dental expenses through the University’s medical coverage, or their own private medical coverage, and provide a statement outlining their claim. Only the uninsured portion of the expense will be considered.

Bursaries are not designed to cover all of a student’s expenses. The School of Graduate Studies will set reasonable limits for additional expenses (such as medical and dental costs).

Students may face hardship because of difficult family circumstances and require additional support for living expenses. Special situations will be considered on a case by case basis.

Although students are required to apply for government aid before applying for any bursary, there may be situations when government aid is not available to the student. If students can demonstrate a legitimate reason why they cannot access government student assistance, then they may be considered for aid. Reviews will be on a case by case basis.

Appeals for additional aid cannot be considered if bursary funds are exhausted.

Responsibilities:

The School of Graduate Studies

• Determines student financial need and bursary eligibility based on MTCU guidelines and bursary application
• Allocates bursary amounts to graduate students based on financial need 

March 3, 2016 (GSC approval)
 

Approved by Senate April 5 2016

Note: This policy is meant to be read in conjunction with the following Senate Approved policies. Nothing in this policy contravenes or supersedes these policies:

• The Criteria for Membership in a Graduate Program (approved by Senate December 2006)
• The Honorary Appointments Policy (approved by Senate April 2012)

There are three categories of Graduate Faculty at the Trent University. Each category of Graduate Faculty contributes to graduate education. The categorization of Graduate Faculty is intended to ensure that the University’s expectations for an individual’s engagement in graduate education are clear to both faculty members and students.

The intent of this policy is to clarify the various roles that are assumed in the supervision of graduate students. To participate as a supervisor or a co-supervisor of a graduate student, it is necessary to be approved by the Graduate Studies Committee as either a regular or Adjunct graduate faculty/Adjunct graduate and research faculty member.

Regular Graduate Faculty:

Regular Graduate Faculty are tenured and tenure stream faculty at Trent University. (Contractually- limited appointments are not included in this category — see Adjunct graduate faculty/Adjunct graduate and research faculty and Special Graduate Faculty.) Regular Graduate Faculty are expected to hold a PhD or the most senior degree in their particular area of expertise with an appropriate level of scholarship. Exceptions to these requirements must be accompanied by justification to the Graduate Studies Advisory Committee on Appointments, outlining the nature and extent of the experience or other training that equips the nominee for membership of Regular Graduate Faculty. To retain active status, individuals nominated to Regular Graduate Faculty must be involved on a regular basis with aspects of graduate education including supervising students (as principal supervisor or as co- supervisor) and examining students and teaching graduate courses. Programs are expected to provide support in the form of mentoring for faculty newly appointed to the University who do not possess previous experience supervising students. As part of the commitment to mentoring, a newly appointed Regular Faculty Member may be required to serve as co-supervisor linked in the early part of his/her career with a more experienced Faculty Member. Such decision shall normally not extend beyond three years from the date of appointment. Any conditions of membership in the School of Graduate Studies for new appointments of Regular Graduate Faculty must be included in the nomination for membership and will be reflected in letters of appointment. Every seven years, or when a Quality Assurance external review takes place, Regular Graduate Faculty will be asked by the director of the graduate program if they wish to be reappointed. Applications for reappointment should include a report on their past contributions to the graduate program, their anticipated future contributions, and an updated curriculum vitae.

Adjunct Graduate Faculty/Adjunct Graduate and Research Faculty:

The appointment of Adjunct Graduate Faculty recognizes the involvement in the intellectual and supervisory activities of a graduate program(s). Adjunct Graduate Faculty are appointed to serve as co- supervisors and may participate in all other aspects of graduate education, but they may not serve as primary supervisors without the approval of the program director and the Dean of Graduate Studies. Adjunct Graduate Faculty status is not intended for members of the tenure stream of faculty at Trent University, but rather, as stated in the University's Senate policy on Honorary appointments, this title is intended for persons who are academically qualified to participate in the work of the University but who are not permanent employees of Trent University. Examples would include Professor Emeritus/Emerita, individuals who hold contractually-limited appointments at Trent University, individuals who hold membership in a school or faculty of graduate studies at an accredited university, and individuals who hold a senior academic degree in their particular area of expertise and have appropriate research experience. Programs are expected to provide support for the recommendation for Adjunct Graduate Faculty that is appropriate to the particular nominee, including the graduate student supervisory experience and role(s) in the graduate program. Appointments are for a limited term up to a maximum of five years or the next cyclical review depending on the nature of their relationship to Trent, and are renewable upon application and a satisfactory performance review conducted by the host Program. The letter of appointment for Adjunct Graduate Faculty, from the Dean of Graduate Studies, will include the program(s) assigned to, the duties and responsibilities expected, and the length of the appointment. In cases where the nominee is recognized for significant scholarship and activity in research as well as involvement in significant research activities at the University, including the acquisition of external funding, and with a positive recommendation from the VP Research and Innovation, the appointment will be made as an Adjunct Graduate and Research Faculty. The letter of appointment for Adjunct Graduate and Research Faculty, from the Dean of Graduate Studies, will also include the expectation that the nominee will apply for external research funding.

Special Graduate Faculty:

Special Graduate Faculty are appointed for a specific task in support of a graduate program, such as teaching a graduate course, serving on a supervisory committee or an examination committee, but they may not serve as supervisor or co-supervisor. Special Graduate Faculty are reviewed and appointed by a Program. The roles and responsibilities of the nominee will be defined by the Program in which they are serving. Programs will define the responsibilities to the nominee in writing and will report all such appointments to the Secretary to the Graduate Studies Committee. Although senior academic qualification and experience is desirable for Special Graduate Faculty, this is not essential. The term will be consistent with the nature of the appointment but will not normally exceed three years for a Master’s program and 5 years for a Ph. D. program.

Normally, graduate students are not permitted to serve as graduate course instructors. Any exception to this must be approved by the Dean of Graduate Studies. Graduate students are also not permitted to serve as members on either the supervisory or examination committees of another graduate student. Research associates and post-doctoral fellows may not serve as supervisory committee members for students supervised by their faculty advisor and/or supervisor and may not be involved in any course evaluation for students supervised by their faculty advisor and/or supervisor.

Below to be revised:

Approved by Graduate Studies Committee: February 6, 2014. 

Approved at Senate: March 2014.
 

GRADUATE SUPERVISION

Roles and responsibilities in graduate supervision

Introduction

This document was modeled on policies and guidelines in use at many other Canadian universities, and draws heavily, in particular, on the graduate supervision policy and procedure document of Ryerson University*. The document from Ryerson University was used as a template and further developed by the members of the Curriculum and Regulations Committee of the School of Graduate Studies at Trent University. The goal of this document is to provide a guide to the roles and responsibilities of graduate students, supervisors, program directors, and others involved in graduate supervision at Trent University. The roles and responsibilities in this document focus on graduate supervision, and do not include roles and responsibilities of other duties associated with the School of Graduate Studies.

The underlying principle is one of mutual respect for students, faculty, and staff in a university environment governed by traditional standards of research and academic integrity, without prejudice or discrimination. Within this context, the graduate student, the supervisor, and members of the supervisory committee (where appropriate) assume certain responsibilities and obligations. This document is neither exhaustive nor exclusive and should be viewed in the context of normal circumstances in each program*.

These guidelines should be viewed as complementary to the policies that pertain to rights and responsibilities of members of the Trent community. A complete list of Policies and where they can be found on the Trent University website can be found at https://www.trentu.ca/secretariat/policies.php.

While it is important to acknowledge that graduate students are partners in the university enterprise, it is equally important to recognize the difference in power status, in particular with respect to their supervisors. Students may feel at risk if they complain or disagree with their supervisors. Therefore, the onus is on graduate programs and supervisors to promote an environment where expectations and concerns are discussed openly. Understanding the respective roles and responsibilities of supervisors, supervisory committees, students, and programs can be helpful in this regard; they are outlined in the pages that follow. As well, the consultation process for the resolution of disputes related specifically to issues in graduate supervision and graduate student research is described, although it is hoped that good practices will aid in anticipating and avoiding potential problems*.

* See http://www.ryerson.ca/content/dam/graduate/assets/pdf/SupervisionPolicyAug2011.pdf  

1.0 Choice of supervisor

We acknowledge that in some graduate programs a supervisor is assigned to a student before admission or soon after the start of the program while in other programs a faculty supervisor is not assigned until the topic of research is identified.

In most programs the onus is on the student to find a faculty member who agrees to supervise the graduate research work; a process that typically takes place prior to an offer of admission being made. If the student is instead assigned a faculty advisor when an offer of admission is made, it is the responsibility of both the student and the faculty advisor to find a faculty member who agrees to supervise the graduate research work.

The selection of a faculty supervisor is a critical decision that impacts the quality of the student’s graduate experience and influences the student’s career path. Academic competence is, of course, important, but the faculty supervisor must also be willing to provide advice, guidance, and mentorship. A healthy student-supervisor relationship is one in which there is open and effective communication and expectations are clearly laid out.

Students are advised to obtain information about potential supervisors and the environment in which they will be working. Program websites generally provide profiles of faculty members and descriptions of ongoing research and research facilities. Students who will work in a laboratory setting or as a member of a research team are encouraged to talk with current students in that environment about their experiences and interactions with a particular supervisor. It is important that whenever possible the student meet with the potential supervisor of their graduate thesis to determine compatibility and have an opportunity to discuss issues such as expectations, research project support, identifying a thesis topic and scope, student funding, and strategies to ensure timely completion and quality work.

There may be situations where students wish to change supervisors for intellectual or personal reasons. If the student chooses to change supervisor, it is the responsibility of both the student and the program director to find a faculty member who agrees to supervise the graduate research work (see sections 5.0 and 7.0).

2.0 Role and responsibilities of supervisors

The primary role of supervisors is to provide guidance to allow for the graduate student's professional development and intellectual growth. They also play an important role in providing assistance and advice during a student’s program as well as plans for the next stage in his/her career. One of the key determinants of graduate student success is the quality of mentorship provided by the supervisor.

The responsibilities of supervisors are listed below. Please refer to the responsibilities of the student (Section 3.0) for the parallel role and responsibility.

1. Becoming familiar with and comply with the policies, procedures and regulations of the program, School of Graduate Studies and the university. It is the responsibility of the supervisor to discuss the relevant policies and procedures with the student, as needed.

2. Knowing the program and university regulations and standards for a dissertation, thesis or major project, and ensuring that the graduate student is aware of them. A list
   of the School of Graduate Studies policies and procedures can be found at http://www.trentu.ca/graduatestudies/forms.php

   Ensure that students are familiar with and adhering to the School of Graduate Studies guidelines on the ownership of intellectual property (http://www.trentu.ca/graduatestudies/documents/GSCIntellectualPropertyf… t.2011.pdf ) and the Tri-Council Policy Statement: Integrity in Research and Scholarship. Discussing and coming to agreement on the ownership of shared intellectual property.

   Being informed of the regulations and procedures of their program, the School of Graduate Studies and the University and being knowledgeable about services and resources available to graduate students at Trent University.

3. Guiding and advising the student on the selection and development of a research topic that is challenging, at the appropriate level for the degree sought and can be completed within the expected time frame of the degree program.

   Providing supervision for research topics that are within the supervisor’s area of expertise.

   In programs where there is not a program prescribed curriculum, ensuring that the student gains the necessary theoretical and substantive academic foundations for their research by counseling and approving course selections.

   Making reasonable arrangements to ensure that the research resources necessary for execution of the dissertation, thesis or major project, within the norms appropriate to the graduate program and within the limits of the material and human resources of the university, are planned for or budgeted for so the graduate student can complete the project without undue delay. This includes assisting the graduate student in gaining access to facilities or research materials.

   The supervisor must help define a program of study which will challenge the graduate student and allow the graduate student the satisfaction of making a contribution to the field.

4. Provide advice on the composition of the advisory and examining committee(s)

5. If approval of the research from a research ethics committee(s) is required, the supervisor will review and approve the research ethics application before it is submitted to the appropriate research ethics committee(s) and should ensure that the student understand that the research must receive approval from the Research Ethics Board(s) prior to commencement of the project.

   Ensuring that the student acquires the skills and training required to conduct research in a manner consistent with the highest standards of ethical, scientific and safe practice. Ensuring that students are familiar with the health and safety regulations of the University and the Department.

6. Communicating to the student the required levels of performance, as well as the performance indicators that are consistent with satisfactory and timely progress in the degree program.

   Clearly informing the student about expectations, performance, and all issues relevant to the student’s academic progress. 

7. Ensuring that once a year (typically in May) a graduate student Progress Report is submitted to the graduate program director detailing its observations on the student’s progress and future work and assessing whether research is progressing at a satisfactory or unsatisfactory level. A copy of the report should be given to the student and all members of the supervisory committee and the student must be given the opportunity to respond. A copy of the report and the student’s response should be filed with the program and the School of Graduate Studies. Students who are judged to have unsatisfactory progress on their annual Progress Report may be withdrawn from the program.
8. Being accessible to the student to consult and discuss their progress. The frequency of such meetings depends on the field of study, the type of program, the stage of the research project and the independence of the student. Normally, at least three formal or informal meetings should be arranged in each academic term, in order to discuss and record academic performance on a Progress Report, upon which goals for the following term are outlined.
9. Thoroughly examining written material submitted by the graduate student in a timely fashion, making constructive suggestions for improvement, and informing the graduate student in writing at the time of submission when the material will be returned (usually within 2-4 weeks). Work will be returned with comments, preferably in writing, for improving and continuing the work. Supervisors must inform the student in writing if there is an unanticipated delay in returning the work (i.e., later than 4 weeks from submission).
10. Giving the student reasonable notice of extended periods of time where communication will be difficult (e.g., absences of more than 7 days without access to email) and making satisfactory arrangements for supervision and informing the graduate program director when the supervisor or members of the supervisory committee are on leave or on extended absence from the campus. Supervisors are expected to continue to provide supervision to graduate students while on sabbatical leaves.

11. Encouraging and assisting the student to disseminate the research findings through appropriate channels (e.g., conference, meetings, journal articles).

    Acknowledging student contributions to scholarly activity and discussing academic ownership on an ongoing basis with a goal of protecting and supporting the academic freedom and intellectual property rights of the graduate student. The publication process, including authorship decisions, should follow norms or established guidelines for publication authorship that are established in the discipline.

12. Conforming to the principles of academic integrity in the development of a professional and objective relationship with the graduate student.

    If conflicts arise between the supervisor or supervisory committee and the graduate student, attempt to try to resolve the difficulties informally, being mindful of the power differential in the relationship. If informal consultation does not lead to a resolution, then consult with the program director and, if required, ultimately the Dean of Graduate Studies in order to seek an acceptable resolution.

13. In cases where financial assistance is to be provided from research grants or contracts under their direction, communicating clearly and in writing to their students the terms (e.g. amounts, length of time, conditions). The School of Graduate Studies will work with the supervisor to include this information in the letter of offer, if so desired. Note, that when available, GTA and RF/RFA funding will be included in the student’s offer of admission.
14. Providing guidance to the student on career options and opportunities for professional development.
15. Providing timely reference letters that are a fair representation of the student and meet internal or external deadlines or informing the student in a timely fashion that you are not able to provide a letter of reference.

3.0 Role and responsibilities of graduate students

When a student registers in a graduate program, the student makes a commitment to strive for the highest levels of academic achievement and contribute fully to the intellectual life of the University. The primary responsibility of the student is to devote the time and energy required to complete all academic requirements including the thesis within the expected time frame. It is also the responsibility of the graduate student to follow program, the Trent University School of Graduate Studies and University policies, procedures and regulations and to adhere to the principles of academic integrity.

By agreeing to work with a supervisor, students enter a partnership that will succeed if it is built on mutual trust and respect. Students should acknowledge the senior role that is played by their supervisors who are experienced researchers and academics. It is expected that students should seek their supervisor’s advice and give it serious consideration. Students should also seek advice and guidance from their supervisory committee members (if applicable) and from their graduate program director as needed.

The responsibilities of students are listed below. Please refer to the responsibilities of the supervisor (Section 2.0) for the parallel role and responsibility.

1. Becoming familiar with and comply with the policies, procedures and regulations of the program, School of Graduate Studies and the university.
2. Knowing the program and university regulations and standards for a dissertation, thesis or major project and following them. A list of the School of Graduate Studies policies and procedures can be found at http://www.trentu.ca/graduatestudies/forms.php Adhere to the School of Graduate Studies guidelines on the ownership of intellectual property
   (http://www.trentu.ca/graduatestudies/documents/ GSCIntellectualPropertyfinalversionsep
   t.2011.pdf ) and the Tri-Council Policy Statement: Integrity in Research and Scholarship

3. Meeting program requirements and conducting research that will contribute to, and reflect a capacity of independent scholarship in the chosen field of study.  

   Defining, in conjunction with the supervisor, a program of study which fits within the scope of the program and for which human, physical and financial resources exist.

   Preparing a research plan and timeline in consultation with the supervisor as a basis for monitoring progress and completing all stages of the research.

   Conforming to all appropriate deadlines and policies as specified by the graduate calendar, with respect to enrollment, fees, award applications, and degree requirements.

4. Maintaining regular communication with the supervisor and supervisory committee (where appropriate) regarding progress and research findings.
5. Conducting research with the highest standard of ethical and scientific practice and acquiring Research Ethics Board or Animal Care Committee for approval if required. Familiarizing themselves with the health and safety regulations of the University and the Department.
6. Providing reasonable evidence of satisfactory research progress, as requested by the supervisor; informing the supervisor immediately of any changes that might affect progress.
7. Maintaining regular communication with the supervisor and supervisory committee (where appropriate) regarding progress and research findings. At a minimum, three formal or informal meetings should be arranged in each academic term, in order to discuss and record academic performance on a Progress Report, in which goals for the following term are established. Students who are judged to have unsatisfactory progress on their annual Progress Report may be withdrawn from the program.
8. Meeting and communicating with supervisor regularly (i.e., at least once a month) and seeking advice and support from university services and resources as needed. Setting goals for the following terms with the supervisor.

9. Providing supervisor with written work for comment as agreed upon (see #7). Informing supervisor in writing if there is an unanticipated delay in submitting work. 

   Ensuring that raw data is available to the supervisor at all times.

   Providing copies of the thesis, major research paper or dissertation to the examining committee members.

10. Informing supervisor and/or program director of extended periods of time where communication will be difficult (e.g., absences of more than 7 days without access to email). Full-time students who are taking an extended leave for a period of more than 4 weeks to conduct research activities/studies off campus are required to complete a “request for extended leave for full-time students” form.

11. Upon completion of the research work ensuring that all records, files, documents are stored appropriately and a plan for dissemination has been agreed upon by all collaborators.

    Making drafts of the dissertation, thesis, major paper or materials available, with a copy of the raw data if requested, to the supervisor prior to submission for publication. The publication process, including authorship decisions, should follow norms or established guidelines for publication authorship that are established in the discipline.

12. If problems or conflicts associated with a supervisor or supervisory committee arise, the graduate student should attempt first to resolve any difficulties informally. If informal discussion does not lead to a resolution then advice should be sought from the program director and, if required, ultimately from the Dean of Graduate Studies in order to seek an acceptable resolution.
13. Ensuring that contact information is up to date with the supervisor, program, and the School of Graduate Studies.
14. Requests for reference letters will be made in a timely fashion (i.e., well in advance of deadlines) and will include all documentation needed (e.g., description of scholarship or position, unofficial transcripts, letter of intent or application).

4.0 Role and responsibilities of supervisory committees

The role of the supervisory committee, if a supervisory committee is required by the program, is to assist supervisors in providing guidance, consultation and advice on the students’ research. If the program does not require a supervisory committee these responsibilities are transferred to the program director. The composition of the supervisory committee may vary by program; however, the members’ areas of expertise generally complement that of the supervisor. The supervisory committee may also be called upon to take a more active role in cases where supervisors are absent for an extended period of time or no longer employed by the institution, or in cases of disputes between supervisors and students.

Specific responsibilities of supervisory committees include:

1. Meeting with the student, as a committee, as required but not less than once per year to assess the student’s progress in the program and advise on future work required for completion of the degree requirements.
2. Being reasonably accessible to students when called upon for discussion of academic progress, for consultation on issues related to the research project and for general guidance.
3. Thoroughly examining written material submitted by the graduate student in a timely fashion, making constructive suggestions for improvement, and informing the graduate student in writing at the time of submission when the material will be returned (usually within 2-4 weeks). Work will be returned with comments, preferably in writing, for improving and continuing the work. Supervisory committee members must inform the student in writing if there is an unanticipated delay in returning the work.
4. If problems or conflicts associated with student arise, the members of the supervisory committee should attempt first attempt to resolve any difficulties informally. If informal discussion does not lead to a resolution then advice should be sought from the program director and, if required, ultimately from the Dean of Graduate Studies in order to seek an acceptable resolution.

5.0 Role and responsibilities of the graduate program director

The graduate program director plays a central role in creating a positive environment in which graduate students can pursue their scholarly work and intellectual growth. Students should become acquainted with both the graduate program director and administrator(s) and stay informed about activities and events. The responsibilities of the program directors also go beyond the individual student and include responsibilities, not listed here, that go beyond those associated with student supervision.

Specific responsibilities of the graduate program director include:

1. Providing current information to all graduate students, both incoming and continuing, on all aspects of the graduate program, admission requirements, financial support, procedures and deadlines. The departments should ensure that their information materials convey a welcoming and inclusive message and are readily accessible to all students.
2. Ensuring that all graduate administrative procedures are followed.
3. Ensuring that policies relevant to the graduate program such the appointment of supervisors, dispute resolution, and monitoring progress are current and published (e.g. on program or School of Graduate Studies websites or in student guides) so students can be familiar with them.
4. Informing students of University and department health and safety regulations as appropriate to the discipline and field.
5. Being reasonably accessible to students when called upon for discussion and consultation of their academic progress and research.
6. Establishing a means of communicating with graduate students about matters of importance to their program (e.g. events, seminars, funding opportunities)
7. Ensuring that a supervisor is appointed for each student registered in a graduate degree program with a research component. It is recognized that in some programs it is desirable to appoint a supervisor as early as possible while in others it is preferable to wait for the student to be involved in the research component of his/her program. In the latter case, it is assumed that the graduate program director or delegate (i.e., faculty advisor) will take on the role of academic adviser until a supervisor has been appointed.
8. Ensuring that a supervisory committee is appointed for each student, as needed. If the program does not require a supervisory committee the responsibilities of the supervisory committee (see Section 4.0) are transferred to the program director.
9. Ensuring that a progress report is submitted by the supervisor and student once year (typically in May) and ensuring that the progress report is submitted to the School of Graduate Studies by June 1 every year. With the assistance of the School of Graduate Studies reviewing time to completion rates and addressing individual and programmatic concerns as needed.
10. Providing guidance for resolving problems which may arise between graduate students, instructors, supervisors and/or members of the supervisory committee. See also section 7.0
11. Responding promptly to requests for the replacement of a supervisor or supervisory committee member. Reviewing the case in order to secure alternative supervision where appropriate. If the program director has reason to believe that adequate supervision is not being provided, he/she should investigate the situation and take appropriate action.
12. If problems or conflicts associated with student, supervisors, or supervisory committees arise, the program director should attempt first to resolve any difficulties informally. If informal discussion does not lead to a resolution then advice should be sought from the Dean of Graduate Studies in order to seek an acceptable resolution.
13. Ensuring that recommended members of an examining committee have a sufficiently “arms length” relationship to the student.
14. Informing students of resources and services available to them for assistance, consultation and advice on academic and non-academic matters.
15. Working with the School of Graduate Studies to maximize student recruitment and retention efforts (including discipline specific recruitment efforts).
16. Overseeing curriculum development and review, including the development of program level goals (aka learning outcomes).
17. Overseeing the scheduling of the thesis/dissertation defence including, but not limited to, ensuring that recommended members of an examining committee have a sufficiently “arms length” relationship to the student.
18. Participation as a member of GSC (as per Senate requirements), Graduate Studies sub- committees, faculty board, and, when assigned, Senate.
19. Recommending reoccurring and new faculty appointments as needed or required.
20. Developing program policies for approval at GSC.
21. Overseeing the development and scheduling of comprehensive and conversion exams. Ensuring that these exam results are communicated in a timely fashion to the student, the supervisor, and the School of Graduate Studies.
22. Confirming that degree requirements are met
23. Specific duties as outlined by the program. Some programs may require more of their
    program directors due to their program requirements or policies.

6.0 Role and responsibilities of the School of Graduate Studies

The School of Graduate Studies oversees the conduct of all graduate programs within the university and supports the achievement of the highest possible academic standards in graduate degree programs. The School works closely with students and graduate programs to promote excellence and foster an enriched and collegial environment for the pursuit of graduate education. Specific responsibilities in relation to graduate supervision include:

1. Ensuring that University and Graduate policies and procedures are followed.
2. Providing support for new and continuing faculty on graduate supervision. 
3. Providing professional development courses and opportunities for graduate students.
4. Advising students on academic issues and facilitating informal solutions in consultation
   with the Program Director.
5. Tracking financial packages provided to students and communicating the terms clearly and in writing to the students (amounts, length of time, and conditions).
6. Liaising with graduate programs on all matters relevant to graduate education.

7.0 Conflict resolution guidelines

In resolving a conflict that involves a graduate student, parties must in all cases be mindful of the power differential in the student/supervisor relationship. Furthermore, it must be acknowledged that research by nature requires that ideas, assumptions and interpretations are challenged – this can inadvertently create an environment that is perceived as threatening or adverse. Sensitivity to the power differential, recognition of differences in cultural experiences, and clear understanding of expectations can help maintain a healthy and productive relationship that fosters intellectual growth.

In cases where conflict arises, the procedure below is recommended. Note that academic issues should be dealt with following the procedures in the Appeals Policy of the School of Graduate Studies (http://www.trentu.ca/graduatestudies/documents/AppealsProcedureFinal- approvedbySenate_Apr2009.pdf )

Resolution of an issue should initially be sought first through informal program channels. Discussion of the problem should occur first between the student and supervisor or supervisory committee. If the issue cannot be resolved here, one or both parties should consult the program director to seek possible resolution. If the supervisor is the program director, then both parties should consult with the Dean of Graduate Studies. If a satisfactory resolution is not reached, assistance can be requested of the Dean of the School of Graduate Studies. In consultation with the person(s) seeking advice, the Dean may elect to appoint an advisory committee to help resolve the issue. All consultations in the Program and School of Graduate Studies should be kept confidential and no direct action should be taken without the prior consent of the person(s) seeking advice. Wherever possible, formal communications should be limited to those parties directly concerned in dealing with problems.

A change in supervisor should be made only for strong and compelling reasons such as a mutually agreed major shift in academic direction of the research, major academic disagreements and/or irreconcilable interpersonal conflicts.
 

GUIDELINES FOR THE USE AND OWNERSHIP OF INTELLECTUAL PROPERTY DEVELOPED BY GRADUATE STUDENTS AT TRENT UNIVERSITY

Intellectual Property

All members of the University community must abide by Trent University’s intellectual property policies and respect the intellectual property rights of others. It is the responsibility of all graduate students to read and familiarize themselves with Trent’s policies and guidelines on intellectual property. The statement of the Research Office can be found at: http://www.trentu.ca/research/ip.php. Students are also encouraged to look at the Canadian Association of Graduate Studies (CAGS) publication on Intellectual Property: "A Guide to Intellectual Property for Graduate Students and Post doctoral Scholars" published by the Canadian Association for Graduate Students: http://www.cags.ca/media/docs/cags- publication/Guide_Intellectual_Property.pdf

The following Guideline concerns the work done by a graduate student or research assistant and is intended to provide a short summary of the policies concerning intellectual property that are in place.

Guideline:

Introduction

This Guideline is intended to clarify the types of Intellectual Property (IP) and to assist in determining ownership of Intellectual Property created or developed in whole or in part by Trent University Graduate Students. This guideline covers the rights of current and former Trent students while attending the University and after they leave. Intellectual Property rights do not extinguish when the student leaves the University; they survive for life.
This Guideline applies equally to all graduate students and research assistants (“students”) and is to be read in conjunction with Trent University’s Research policy on Intellectual Property and the TUFA Collective Agreement provisions (“TUFA Agreement”).

I) Ownership of Student-Created Intellectual Property

Intellectual Property includes copyrights, patents, trademarks, industrial design, integrated circuit topographies, plant breeder rights, computer programs, and trade secrets. Examples of Intellectual Property most relevant to Students at Trent include (but are not limited to) essays, research papers, lab assignments, articles, theses, dissertations, books, lectures delivered, research data, maps, photographs, videos, tapes, computer software, inventions and equipment, databases, e-materials. In order to be protected by law, an item must satisfy three criteria: (a) it must be an original creation; (b) it must be a specific expression of an idea, not the idea itself; and (c) the item must be fixed in a physical form.

In most circumstances, ownership of intellectual property rights rests with the creator of the work, however this Guideline, along with Canadian Intellectual Property Statutes, provides certain exceptions. Pursuant to Section 13(3) of the Copyright Act, copyright to a work, such as literary works or computer software, developed or created in the course of employment is held by the employer, in the absence of an agreement to the contrary. Special provisions apply, however, to any work that is an article or other contribution to a newspaper, magazine or similar periodical.

To the extent covered by Section II below, Section 13(3) of the Copyright Act shall not apply to works created by a student in the course of employment with Trent (including employment as a teaching assistant). In such circumstances, the student is the first owner of the copyright in the work. This follows the example of Article IV.7.2 of the TUFA Agreement which specifically excludes the application of section 13(3) of the Copyright Act to members: members hold the copyright in their original works, including lectures, lab manuals and other teaching materials, with some exceptions.

Students may enter into contractual agreements, such as with supervisors, the University, corporate sponsors or other third parties, which may grant or determine Intellectual Property rights. Any such preexisting contract shall govern ownership rights.

All Students are strongly encouraged to discuss any potential Intellectual Property issues with their graduate supervisors and to make the appropriate agreements in advance concerning ownership of Intellectual Property.

Any conflict between Canadian intellectual property laws and this guideline shall be resolved in favour of the applicable Canadian law.

a) Course Work: Examinations, Reports, Papers or Labs

The Student holds copyright in any work submitted to meet a course requirement, or as part of a thesis or master’s project. However, the following conditions are placed on the submission of the work:

a) The original physical document becomes the property of the University.
b) The University is granted a non-exclusive, royalty-free and perpetual license to reproduce and circulate the works for internal use as part of the University library collection and for teaching and research purposes.
c) If a work was created with a substantial use of Trent resources, then the University reserves the right to a 25% share of net revenue generated by the work. The payment of salaries to graduate students and research assistants shall not be construed as use of the University’s funds.
Trent holds the copyright in works that are directly requested or specifically commissioned by the University.

b) Theses, Dissertations and Master's Projects

The Student holds copyright in the finished thesis or master’s project, subject to the following exceptions. Ideas themselves cannot be the subject of Copyright. If the Student developed the ideas contained in their thesis with a supervisor or research group, the rights to publish or commercially exploit the resulting work are shared with the supervisor, research group, and the
University.

Where a Student’s thesis or master’s project has been supported (in whole or in part) by research grants, there may be other contractual agreements affecting ownership and commercial exploitation. Students and supervisors should make themselves aware of these conditions prior to beginning the work.

The Student shall display the international copyright notice, referring to the written work only, on the title page of the thesis or master’s project, pursuant to Section 3.1 of the Graduate Student Handbook. The Graduate Student’s Handbook, Section 6.1, also requires a Non-exclusive License to Reproduce Theses be granted to the National Library of Canada. The University is granted a non-exclusive, royalty-free and perpetual license to reproduce and circulate the works for internal use as part of the University library collection.

Computer Programs

Computer programs and software are legally protected by Canadian copyright law. Where a student develops a program or software as part of a course, project or thesis, the student is the owner of the copyright. However, the student is required to grant the University a royalty-free license to use and distribute the software for educational, administrative and research activities within the University. This license does not include the right to use the software for commercial purposes. Use of Software in the administration of the University shall not be considered a commercial purpose.

Where computer programs are developed using software owned or licensed by the University, the student must follow the terms and conditions of the license or purchase agreement.
Computer programs developed at the direct request of a supervisor, faculty or staff are the exclusive property of the University.

c) Research Data

Where data for a thesis, dissertation or MA project is collected by a Student independently then it is the property of the Student, unless a prior agreement exists with a professor or funder. Once a thesis has been passed, data collected by the student for these purposes remains with the student unless other prior agreements exist with a professor or funder.

Where the data is acquired as part of a joint effort, or using research instruments developed wholly or in part by the research supervisor, University or third party, ownership of the Intellectual Property in the data is shared. All parties involved are responsible for ensuring that proper acknowledgments of contributions are made when the data are released in any form.

d) Equipment and Inventions

Inventions, improvements in design or developments (“Inventions”) discovered, constructed, developed or designed as part of course or thesis work is the property of the University if University resources (including, but not limited to, the work, funding, raw materials, and work space) have been applied, in whole or in part, to the discovery, construction, design or development of such Inventions.

Inventions are the property of the student ONLY IF the Invention was made without use, in whole or in part, of the University’s funds, services, facilities, support and/or technical personnel.

Neither the use of normal academic facilities as defined in Article IV.1.3. of the TUFA Agreement nor the payment of salaries/stipends to students shall be considered use of the University’s funds, services, facilities, support and/or technical personnel.

The University shall have the first option to carry out development of the Invention(s) towards commercialization.

The University shall share equally with the student any revenue generated by the University as a result of commercialization of any Invention made by a student with the use, in whole or in part, of the University’s funds, services, facilities, support and/or technical personnel.

II) Teaching

Intellectual Property created by the student for the purposes of teaching or assisting in teaching is owned in the first instance by the student. This includes course outlines, lectures, laboratory manuals, and all other teaching materials including, but not limited to, multimedia instructional aids prepared by the student using University facilities as defined in Article IV.1.3. of the TUFA Agreement (ie. computers, library, office and laboratory space, telephone, etc.).

At the discretion of the student, the student may grant a non-exclusive license to the University or a faculty member to reproduce and circulate the work for internal teaching and research purposes. Such license shall include the right to edit, modify, add to, or delete any part of the work.

III) Disclosure of Intellectual Property:

All Students must give notice to the University when Intellectual Property is believed to exist, through the “Preliminary Intellectual Property Disclosure Form,” submitted to the Office of Research. Further, Students shall give notice to their supervisors and to the Dean of Graduate Studies of any Intellectual Property that may be commercially valuable or give rise to commercially valuable Intellectual Property.

Students must disclose the details of their inventions or discoveries through the “Invention Disclosure Form,” which is submitted to the Office of Research.

All students shall give timely notice to the Dean of Graduate Studies and the University, in writing, of any application to protect their Intellectual Property, including without limitation an application for patent, copyright, or trademark registration.

For more information on intellectual property rights:

Copyright Act, R.S.C. 1985, c. C-42 Patent Act, R.S.C. 1985, c. P-4
 

Criteria for Membership in a Graduate Program: 

Masters’ Supervisory/Teaching Membership

• Nomination by program
• Ph.D. or equivalent qualification appropriate to the discipline
• An established program of research, including peer-reviewed publications
  and/or other evidence of productivity in scholarship, research and creative activity, appropriate to the discipline
• Evidence of external or internal research funds, as appropriate to the discipline

Doctoral Supervisory Membership

In addition to criteria for Master’s Supervisory membership:

• A successful record of participation in graduate education (such as teaching a graduate course, serving on a supervisory committee, or examination committee), where such participation is possible

Recommended to Senate by the Graduate Studies Committee November, 2006
Amended and Approved by Senate December 5, 2006

Graduate Studies Parental Grant Policy

Approved September 2019

Parental Grant

The Parenting Grant is intended to assist parents in successfully combining their graduate studies and family responsibilities with minimum financial and/or academic impact. According to the Employment Standards Act 200 ‐ May 7, 2018 version Part XIV, a “parent” includes:

“A person with whom a child is placed for adoption and a person who is in a relationship of some permanence with a parent of a child and who intends to treat the child as his or her own”

Parental Grant

Parenting Grants of up to $4000/term for a maximum of 3 terms. Students are eligible to receive a Parenting Grant if they meet the following criteria:

• Are enrolled full time in a PhD program and have completed a minimum of one term of graduate studies at Trent
• Have completed less than 12 full-time terms in the PhD program upon commencement of the Parenting Grant.
• Are not eligible for external Parental Leave grants (through tri-council, OGS Scholarships, or other awards)
• Must go on a parental Leave of Absence (LOA)
• Must start the Parental Grant within 1 term of birth or adoption.
• Total benefit is 3 terms/child. If both parents are graduate students, the grant can be split
  between the parents but cannot be held by both parents in the same term.
• Normally students will be eligible for a maximum of two Parenting Grants during their degree.
• Are able to provide valid documentation to show proof of birth or adoption.

Note: Students who hold fellowships, scholarships or grants from Tri-Council agencies should be aware that these agencies or any other external funding source might have policies governing the interruption and continuation of awards that may differ from the University’s policy on LOA. Students holding such awards, and who intend to keep them, are responsible for ensuring that any LOA taken does not conflict with the granting agency’s regulations. The appropriate agency should be contacted for details.

Application Details

• Apply directly to the School of Graduate Studies by sending an email to graduate@trentu.ca that includes your name, student number, and required documentation.
   

The parental grant will remain available to students as long as budgetary resources are available. Once an application is approved, funding will not be revoked due to budget constraints but the approval of new applications may be impacted.
 

School of Graduate Studies Program Transfer Policy

General Rule

Students may only enroll in the program to which they have been admitted. Those who wish to enroll in a different program must submit a new application accompanied by all of the required application documents.

Internal Program Transfer

An internal program transfer is a transfer between degrees within the same program (e.g. from Graduate Diploma to M.Ed.). If a student wishes to transfer to a different program the regular admissions procedures and requirements will apply. Students requesting an internal program transfer must be in good academic and financial standing.

• From a Graduate Diploma to a Master’s Degree

  Students enrolled in a graduate diploma program may submit a request for transfer to a master’s degree in the same discipline. Such requests will be reviewed by the admissions committee of the master’s program in question and approved by the Graduate Program Director.

  To be eligible for a transfer students must have completed a minimum of one term of full-time study (or the equivalent of one term of full-time study for students who are enrolled part-time) and must be in good academic standing within their program.

  Students who do not meet the GPA requirements for admission to the Master’s program but have successfully completed at least one term of full-time study (or the equivalent of one term of full-time study for students who are enrolled part-time) with a minimum GPA of 77% in the first term completed will be considered eligible for admission.

  Graduate Diploma students who apply for transfer to a master’s program that includes a research project, major research paper or thesis should identify a potential Faculty Advisor or Thesis Supervisor who is willing to supervise their research as part of the request.

• From a Master’s Degree to a Graduate Diploma

  Students enrolled in a master’s program may submit a request for transfer to a graduate diploma in the same discipline. Such requests will be reviewed by the admissions committee of the Graduate Diploma’s program in question and approved by the Graduate Program Director.

• From a Master’s to a Doctoral Degree

  Certain master’s programs may allow students to transfer directly to the PhD program. This transfer option is for students who have achieved a superior academic record and outstanding research potential in their master’s degree program and will be considered on a case-by-case basis. Please consult program regulations for individual program requirements and further information.

• From a Doctoral to a Master’s Degree

  In exceptional circumstances a student may request a transfer from a doctoral to a master’s program. Transfers are only permitted if they are appropriate for the students personal and/or professional goals. Doctoral students who are not performing at a satisfactory level in their doctoral degree program would normally not be considered for a transfer to a master’s degree program. Such requests will be reviewed by the admissions committee of the Graduate Diploma’s program in question and approved by the Graduate Program Director.

Requests for transfer are made effective from the start of the next term. Requests will not be approved retroactively. Program transfer requests must be submitted to the School of Graduate Studies no later than the end of the second term of study as per the Academic Regulations in the Graduate Academic Calendar.

Transfers between degrees may have implications for student funding. Continuation of funding will be reviewed with the application, however it is not necessarily guaranteed.

Transfer Procedures

Transfer requests must be submitted using the Program Transfer Form. Individual programs will have varying requirements for supporting documentation which may include a writing sample and/or a plan of study.

Graduate Special Student Policy

Approval: Senate

Last Date Approved: April 2024

The proposal to allow Special Non-degree students to enroll in Graduate Courses:

The student must possess the requisite academic background for success in the course by meeting the minimum admission requirements of a program or be deemed acceptable by the Program Director and the Dean of Graduate Studies. The student must apply and submit official transcripts and a rationale for admission as a special student. (No reference letters, plan of study, or writing sample are required).

Faculty have no obligation to accept a non-degree student into a course. Under exceptional circumstances if a student does not meet the minimum admissions requirements of a program they may be deemed acceptable to enroll in a graduate course if approved by the Course Instructor, Program Director, and Dean of Graduate Studies.

Enrolment is subject to space availability; degree students are given first priority for space in any graduate course.

Normally, only Masters level courses are open to non-degree students.

Normally, non-degree students are eligible to take up to a maximum of two half credits or one full credit.

Fees are set annually*. Payment is due upon registration.

Credits earned as a non-degree student may be accepted for credit to a degree

program upon approval of the Program Director.

*Graduate Special Student Fees  

Each year, the course fee for a Graduate Special Student will be determined as 30% of the single term tuition rate (full time) for the respective graduate program.  

For graduate programs with a per course tuition structure, Graduate Special Students will be charged according to the annual per course cost.

Graduate Transfer Credit Policy

Approved at Senate: 26 November 2019

Students may petition to have previous graduate credits transferred from other academic institutions to their Trent graduate degree. Requests for evaluation of possible transfer credits must be made at the time of admission. Approved credits will be outlined in a revised offer of admission. Students must submit official transcripts, course descriptions, and other supporting documentation as requested by the graduate program before consideration will be given to granted transfer credit. Normally, credits must have been received in the last 5 years with a minimum grade of B- (70%) or equivalent.

Transfer credit accepted at Trent towards fulfillment of the degree program to which the student has been admitted may count for up to 50% of graduate program course requirements, excluding internship/practicum, thesis, dissertation, or comprehensive examination courses. Individual graduate programs may further restrict the number of allowable transfer credits. Applicants should contact graduate programs directly for further information and to request evaluation of possible transfer credits.

Transfer credit will not be granted for courses that have been credited towards another completed degree, diploma, certificate or any other academic credential at Trent or another university, or that have been used as the basis for admission to the graduate program. All course credit transfers into graduate programs at Trent require the approval of the graduate Program Director and the Dean of Graduate Studies.

Courses transferred for credit will be given a grade of “P” (pass). No numeric grade will be noted on the Trent transcript for a transfer credit.

If transfer credit is granted, the student may be required to take an alternate course(s) as recommended by the graduate program.