Graduate Supervision Department of Educational Studies November 17, 2014

Doctoral

Tightly regulated by G+PS For example: •  candidacy requirement

•  nominate examiners

•  August black-out period for exams

•  pass/fail

Master’s

Mostly regulated by Department For example: •  no candidacy

•  approach examiner directly

•  no black-out period for exams

•  thesis graded (%) •  graduating paper pass/fail

Doctoral supervision (same as Master’s) •  Admission •  Coursework •  Supervisory committee •  Comprehensive exam •  Proposal •  Candidacy •  Ethics approval •  Nominate examiners •  Oral exam (defence) •  Submission of final document (= when clock/tuition

stops) •  Student must apply to graduate

EDST Steps to Completion http://edst.educ.ubc.ca/current-students/steps-to-graduation/

Admission •  Meet with student to discuss:

•  Graduate student-supervisor expectations http://edst.educ.ubc.ca/files/2013/05/EDST-Graduate-StudentSupervisor-Expections-Document-FINAL-March-2014.pdf

•  Course selection •  Agreements about data ownership and publication rights,

especially if the student is part of a larger research team and/or will be working as GRA with the supervisor http://edst.educ.ubc.ca/files/2013/05/EDST-Policy-85-Info-and-Scholarly-Integrity.pdf

Coursework •  Master’s students: max. 6 credits (out of 30) at 300-

or 400-level permitted

•  Courses in other UBC departments and faculties

•  Courses at other universities through Western Dean’s Agreement https://www.grad.ubc.ca/forms/western-deans-agreement-authorization-course-registration

•  Course exemption and substitution

https://www.grad.ubc.ca/current-students/managing-your-program/exemptions

Supervisory committee https://www.grad.ubc.ca/current-students/supervision-advising/supervisory-committee •  Both for Master’s and Doctoral students, G+PS writes:

“In addition to the supervisor, the committee should include at least two additional members.”

•  Instructors, Senior Instructors and Professors of Teaching are not normally members of G+PS.

•  Doctoral: Apply for non-G+PS member to serve of supervisory committee:

•  https://www.grad.ubc.ca/forms/recommendation-non-gps-member-join-supervisory-committee

•  Doctoral: Only three members of the supervisory committee can be members of the examining committee.

Pre-tenure faculty

•  EDST has policy that pre-tenure faculty do not serve as sole supervisor of Doctoral students.

•  Pre-tenure faculty can supervise Master’s students and co-supervise Doctoral students.

•  Benefit from mentoring by more experienced colleagues! •  Mention EDST policy in application for tenure and

promotion. •  UBC does not normally allow pre-tenure faculty to serve

as University Examiner for Doctoral dissertation. •  UBC does not ask pre-tenure faculty to chair Doctoral

exams.

Comprehensive exam •  http://edst.educ.ubc.ca/files/2013/05/PhD-

Comprehensive-Exam-revised-April-1-2010.pdf

•  Three-member supervisory committee •  Three papers •  Student writes over three months •  Committee meets with student no more than

three weeks after submission •  Three possible outcomes

Research proposal https://www.grad.ubc.ca/handbook-graduate-supervision/thesis-proposal Different departments have different requirements (e.g., IGRS “prospectus”) EDST Research Proposal sample cover sheet http://edst.educ.ubc.ca/files/2013/05/Sample_Cover.doc

Candidacy https://www.grad.ubc.ca/forms/recommendation-advancement-candidacy

Candidacy •  G+PS encourages the achievement of candidacy within 24 months •  G+PS requires the achievement of candidacy within 36 months •  If you foresee that the student will not be able to achieve candidacy within

36 months from the program start date, apply for an Extension to Time Allowed for Advancement to Candidacy

•  https://www.grad.ubc.ca/forms/request-extension-time-allowed-advancement-candidacy

Ethics approval •  Student must complete TCPS2 tutorial and prepare

application and documents (consent forms etc.) •  Supervisor is PI and must verify and submit application and

any renewals and post-approval amendments •  http://www.rise.ubc.ca/

Doctoral: Examiners •  One external examiner (from reputable university) •  Two university examiners, of whom no more than one from the student’s

home department •  Do not contact potential External Examiners directly •  Do contact University Examiners directly •  External Examiner does not have to be present at the oral exam •  Both University Examiners do have to be present at the oral exam

•  https://www.grad.ubc.ca/forms/nomination-external-examiner-form

•  https://www.grad.ubc.ca/forms/university-examiner-form

•  http://edst.educ.ubc.ca/files/2013/05/GuidelinesEdD-Examination3.02.09.pdf

Important dates for doctoral programs

1.  submission of nominations for external examiners to G+PS 2.  submission of dissertation (as approved by the supervisory

committee) to external examiner 3.  oral examination (= defence date) 4.  approval by G+PS of the final dissertation (including any

revisions asked for during the defence) (= program end date) 5.  graduation: four times a year, in September, November,

February, and May 6.  congregation ceremony: either May or November Please ask your students to use this worksheet: https://www.grad.ubc.ca/sites/default/files/materials/docexams_timeline_worksheet.doc

Leaves of absence

•  Students must maintain continuous registration. •  “On leave” registration (+fees) possible. •  Leaves can be granted for multiple reasons. •  Normally max. 12 months for Master’s and max. 24 months for

Doctoral students •  Leaves start on 1st day of term and are for one, two, or three

terms. •  https://www.grad.ubc.ca/forms/request-leave-absence

Requests for program transfers

MA to MEd https://www.grad.ubc.ca/forms/transfer-between-related-masters-graduate-programs MEd to MA http://edst.educ.ubc.ca/files/2013/05/transfer-from-EDST-MEd-to-MA.pdf Master’s to Doctoral https://www.grad.ubc.ca/forms/transfer-masters-doctoral-graduate-program Doctoral to Master’s https://www.grad.ubc.ca/forms/transfer-doctoral-masters-program

Program extensions

•  Normally max. 12 months •  Rationale and timeline •  Extensions beyond 12 months

https://www.grad.ubc.ca/forms/request-extension-time-allowed-degree-completion

Supporting students in difficult times

Encourage students to contact UBC Counselling Services, or contact them on the student’s behalf: http://students.ubc.ca/livewell/services/counselling-services Contact Early Alert: http://blog.students.ubc.ca/earlyalert/how-does-early-alert-work/ EDST Emergency Fund: http://edst.educ.ubc.ca/files/2013/05/EDST-Emergency-Fund-20122.pdf You are not a counselor; know your limits.