1.0 Governance: College of Graduate Studies
The College of Graduate Studies works in conjunction with departments, programs, schools, and faculties to coordinate and maintain the quality of master’s and doctoral programs on UBC’s Okanagan campus.
1.1 Graduate Council
The Graduate Council is responsible for the governance and direction of the College of Graduate Studies and its affairs and business.
Further information on the responsibilities of the College of Graduate Studies and Graduate Council is available in the document: Senate Policy O-4: Governance of the College of Graduate Studies.
SENATE POLICY: O-4.3
Number & Title:
O-4 : Governance of the College of Graduate Studies
July 1, 2020
May 28, 2020
This policy shall be reviewed five (5) years after approval and thereafter as deemed necessary by the Responsible Committee. Such a review shall be in consultation with the Graduate Council.
Senate Academic Policy Committee
University Act, S. 37(1)
“The academic governance of the university is vested in the senate and it has the following powers:
(i) to recommend to the board the establishment or discontinuance of any faculty, department, course of instruction, chair, fellowship, scholarship, exhibition, bursary or prize;
(p) to deal with all matters reported by the faculties, affecting their respective departments or divisions;”
A university must, so far as and to the full extent that its resources from time to time permit, do all of the following:(a) establish and maintain colleges, schools, institutes, faculties, departments, chairs and courses of instruction;
(f) generally, promote and carry on the work of a university in all its branches, through the cooperative effort of the board, senate and other constituent parts of the university”.
Purpose and Goals:
This policy is designed to:
- Provide direction to the College of Graduate Studies and the faculties on the structure and responsibilities of the College of Graduate Studies;
- Set out the membership, structure, and responsibilities of the Graduate Council.
This policy is applicable to graduate courses of study and courses of instruction at UBC Okanagan.
Senate and the Board may, by resolution, declare the College of Graduate Studies to not be responsible for a graduate course of study and thus have all aspects of that course of study’s administration be the responsibility of its awarding faculty.
Currently excluded courses of study are:
- Master of Management
- Master of Engineering Leadership in Resource Engineering Management
Excluded courses of study will not receive training, support or resources from the College of Graduate Studies.
For the purposes of this policy and in all other policies in which they are not otherwise defined:
- College of Graduate Studies or College means the coordinating body for graduate education at UBC Okanagan established by the Senate and Board.
- Course of instruction means a credit course offered by the University at its UBC Okanagan campus.
- Course of study means an academic degree, diploma, or certificate program or other activity resulting in an academic credential from the University granted at its UBC Okanagan campus.
- Graduate Program Coordinator means the Faculty Member appointed by a Dean or Department Head to administer a graduate program.
- Course-based Masters means a non-thesis graduate course of study offered by the University at its UBC Okanagan campus
- Graduate Council means the governance body established under this policy for the government and the direction of the College of Graduate Studies and its affairs and business.
- The College of Graduate Studies is responsible for the quality and administrative oversight of all graduate courses of study and other graduate educational matters on the UBC Okanagan campus.
- The College of Graduate Studies and faculties will coordinate specific tasks and responsibilities associated with graduate students and graduate courses of study as summarized in the Appendix: Coordination of Responsibilities for Graduate Education Matters.
- The College of Graduate Studies is responsible for post-doctoral support and advocacy on the UBC Okanagan campus.
- The College of Graduate Studies is responsible for maintaining a central coordinating role in the Interdisciplinary Graduate Studies Program as articulated in the Interdisciplinary Graduate Studies Program guidelines approved by the Okanagan Senate.
- There shall be a University Graduate Council appointed by and responsible to the College of Graduate Studies.
a. Graduate Council Membership
i. Ex officio members (with voting powers) (13)
Dean of the College of Graduate Studies (Chair)
President or their designate
Deputy Vice-Chancellor or their designate
University Librarian or their designate
Provost or their designate
Vice-Principal Research or their designate
Dean of each Faculty or their designate
Associate Dean(s) of the College of Graduate Studies
ii. Faculty members (12)
a. The faculties shall select 12 members as described in the Appendix: Allocation of Faculty Representation on Graduate Council. The selected faculty members must be members of the College of Graduate Studies with satisfactory standing.
b. Each faculty shall determine its own procedures for selecting its representatives.
iii. Student members (3)
a. One (1) doctoral student elected by and from doctoral students
b. One (1) research master’s student elected by and from research master’s students.
c. One (1) course-based master’s student elected by and from course-based master’s students.
d. No more than one student from any faculty. Student members can serve for a maximum of two years provided they remain registered as graduate students.
iv. Non-Voting Members
The Registrar or their designate
The Director of the College of Graduate Studies
The Associate Director, Admissions and Records of the College of Graduate Studies
b. Terms of Reference
i. Subject to approval by the Senate and to this policy, the Graduate Council shall be responsible for the governance of and the procedures followed by the College of Graduate Studies.
ii. Without limiting the generality of Section 1 or Sub-Section 4 (b)(i), the Graduate Council shall be responsible for:
1. Reviewing graduate-level courses of instruction and courses of study for academic quality and to make recommendations thereon to the appropriate committees of Senate;
2. Assuring uniformity of practices and standards for master’s theses and doctoral dissertation defence oral examinations;
3. Establishing and revising standards for graduate- level theses, dissertations and comprehensive examinations;
4. Establishing and revising standards for the admission to candidacy of doctoral students;
5. Establishing and revising processes for determining admissibility to graduate courses of study;
6. Establishing and revising processes for determining eligibility to graduate from graduate courses of study;
7. Reviewing recommendations resulting from academic reviews of graduate courses of study and making recommendations thereon to the Dean of the College, the faculties, Senate, or others as appropriate;
8. Recommending the standards, criteria and terms of graduate scholarships and awards to the Board and Senate;
9. Recommending procedures under this policy to the Responsible Committee; and,
10. Establishing necessary standing and ad-hoc committees of the Graduate Council, setting out their compositions and terms of reference, and delegating to such committees such powers of the Graduate Council as the Graduate Council sees fit except for the power to further delegate.
iii. The teaching of graduate courses of instruction is the responsibility of the faculties.
c. Meetings of the Graduate Council
i. Regular meetings of the Graduate Council shall occur monthly, with the time and location for such meetings to be set by the Dean of the College of Graduate Studies for each year prior to the start of term 1 of each Winter Session and notice of such being given at that time to each member of the Graduate Council. The Dean of the College of Graduate Studies is the Chair of Graduate Council.
ii. Extraordinary meetings may be called by the Dean of the College of Graduate Studies provided that five (5) business days’ notice is given to members of the Graduate Council and must be called by the Dean of the College of Graduate Studies within 5 business days upon receipt of a petition to that effect signed by a quorum of the Graduate Council.
iii. Quorum for the Graduate Council shall be ten (10) voting members.
iv. The agenda for each regular and extraordinary meeting of the Graduate Council shall be circulated at least two (2) business days prior to the meeting.
v. The Graduate Council shall set such deadlines for submission of agenda items for regular and extraordinary meetings as it sees fit.
vi. Guests relevant to an agenda item may be invited by the Dean of the College of Graduate Studies or upon approval by the Dean, at the suggestion of members of Graduate Council.
The following individuals and groups have been consulted during the development of this policy:
- Dean of the College of Graduate Studies
- Associate Dean of the College of Graduate Studies
- Graduate Council
- Graduate Student Advisory Council
This is the sixth version of this policy. This version reallocates faculty member seats on the Graduate Council resulting from the division of the Faculty of Arts and Sciences (also known as the Barber School of Arts and Sciences). Accordingly, the Faculty of Science and the Faculty of Arts and Social Sciences are allocated seats, as is the cross-campus graduate program, Interdisciplinary Graduate Studies (IGS). Other minor editorial revisions are included for clarity. The fifth version of November 2018 corrected the implementation date from November 18, 2018 to January 1, 2019. The fourth version of November 2018 changed membership to align with Policy 0-9. The third version of October 2017 contained changes to clarify the role of the College vis-à-vis the Interdisciplinary Graduate Studies program. The second version of May 19, 2010 contained different membership on the Graduate Council and set out terms for
membership in the College of Graduate Studies. The criteria for membership in the College of Graduate Studies is now detailed in Policy O-9.
Allocation of Faculty Representation on Graduate Council
Of the 12 available non ex officio faculty seats on the Graduate Council, the seats are assigned as follows. The seat allocation of faculty members shall be reviewed by the Graduate Council and approved by the College of Graduate Studies every triennium.
Faculty of Management (1)
School of Education (1)
School of Engineering (2)
Coordination of Responsibilities for Graduate Education Matters
|COLLEGE OF GRADUATE STUDIES||FACULTIES|
|Promote graduate studies at UBC’s Okanagan campus||Develop promotional materials, advertise and market graduate programs|
|Maintain a website for general information regarding available graduate programs, application and admission standards, funding, etc.||Maintain individual graduate program websites and pages
Outreach efforts to best attract students
|Admissions, Re-admission & Transfer|
|Receive, assess, sort and process applications (maintain files, track progress, remind program advisors of deadlines and deliverables)||Review applications and make decisions regarding preferred candidates for admission, re-admission and transfer|
|Calculate or verify GPAs for applicants recommended for admission by programs||Programs may choose to calculate GPAs for preferred candidates|
|Ensure general policies and regulations are adhered to (TOEFL criteria, average calculations, transcript interpretation, assessment of credentials, fraud detection)||Perform quality assessment, prerequisite assessment, evaluation of referee letters, etc. as well as conduct general due diligence (e.g., phone interviews of international candidates to check language skills)|
|Manage application fee payments and application deposits|
|Send letters of acceptance and decline to students.
Send funding letters for students in collaboration with the disciplinary faculty
|Confirm faculty-level funding details for funding letter, prepare program letter if desired|
|Maintain contact with admitted students and forward orientation information||Maintain contact with admitted students and forward faculty-specific information kits|
|Manage and approve exception requests/extraordinary circumstances (in collaboration with the program and disciplinary faculty Dean)||Request exceptions|
|Develop and administer all merit-based student scholarships and fellowships that are external or campus/university-wide, and are not employment related. This includes:
||Manage Teaching and Research Assistant opportunities in collaboration with each faculty’s Dean’s Office (maintain strict adherence to work-related guidelines and union regulations, etc.)
Develop program-specific guidelines on overall financial packages for students
|Liaise and coordinate with programs
regarding discipline-specific opportunities,
especially regarding government
requirements/limitations on scholarships
|Student Progress Within Programs|
|Campus-wide graduate student orientation||Program or Department student orientation|
|Coordinate and facilitate academic,
professional development, and health and wellness workshops with campus and external partners
|Offer department/program specific TA/RA
workshops or training
|Provide infrastructure to support student
research and learning and provide adequate
office and laboratory space.
|Maintain files on student milestones and appropriate sanctions
Monitor compliance with Senate approved timelines
|Track student progress and conduct
effective advising (e.g. completion of course requirements, meeting critical timelines)
|Approve and track “leave of absence” and extension of maximum time-in-program requests in collaboration with programs||Recommend leaves of absence and
|Administer withdrawal/dismissal requests||Initiate withdrawal/dismissal requests|
|Manage appeals (exemptions from the rules; resolutions of conflicts relating to program)|
|Manage student academic misconduct cases|
|Maintain files on supervisors, co-supervisors, and appointments to supervisory committees||Approve and appoint faculty members to committees as required and in accordance with Senate policies|
|Review and approve thesis examination results|
|Final approval of thesis/abstracts for
uploading to cIRcle
|Conduct convocation audits and recommend students to the Senate for graduation (Dean signs parchments)|
|Foster and develop a graduate culture and community across faculties||Foster and develop graduate culture and community within the faculty and with other faculties|
|Facilitate proposal development||Develop a comprehensive proposal
including 5-year growth model and realistic budget projections, as well as Education
Plan that demonstrates feasibility of
|Provide interim proposal review and
|Coordinate with College of Graduate
Studies during development
Consult with faculty Dean’s Office
|Provide consultation to faculties regarding program viability||Undertake thorough market analysis
regarding need and viability of proposed programs
Secure consultation reports
|Undertake realistic assessment of faculty strengths and overall prospects for delivering robust graduate experience for students|
|Review final program proposals for
completeness, graduate program level and adherence to UBC Okanagan regulations and standards, and make recommendations to Senate or its committees thereon
|Deliver final proposal to the Senate
Note: for new-to-UBC proposals, there is also a government (Ministry) process, which should move in parallel but NOT in advance of internal approvals
|Review course proposals for completeness, graduate program level, and adherence to UBC Okanagan regulations and standards and make recommendations to Senate or its
|Propose Guidelines, Rules and Regulations that govern graduate programs at UBC Okanagan||Propose Guidelines, Rules and Regulations that govern graduate programs at UBC Okanagan|
|Track quality and effectiveness of UBC
Okanagan graduate programs including conducting student satisfaction surveys
|Develop strategies to best assess learning outcomes, student satisfaction, time to completion and retention
In conjunction with supervisors, monitor and ensure quality outcomes of every student by performing annual assessments of student progress (learning outcomes, student satisfaction, time to completion,
|Develop annual reporting requirements for programs||Monitor and track effectiveness of program|
|Participate in external reviews of programs to provide graduate-related information in collaboration with the Faculty Deans and the Provost (should involve external review team)|
|Make recommendations to Senate regarding discontinuance of programs|
|Recommend to changes to Senate regarding policy and procedures for graduate studies|
|Review graduate program supervisory
policies in the context of 0-9
|Course teaching assignment
Develop the Education Plan for the program
|Develop procedures for program delivery including: expense reimbursements, etc.|
|External and Internal Relations|
|Liaise with the Faculty of Graduate and
Post-doctoral Studies in Vancouver and other administrative bodies (i.e. Registrar) with respect to general graduate studies policies and procedures
|Maintain external relations with national and international graduate studies bodies and funding agencies|
|Approve all transfer credits||Recommend transfer credits|
|Approve external members of thesis and examination committees||Recommend external members of thesis and examination committees|
|Provide mechanisms and programs to
support ethical and professional academic conduct
|Develop policies and procedures to ensure ethical and professional academic conduct|
1.2 Graduate Studies Scholarship & Awards Committee Terms of Reference and Membership
The Scholarship and Awards Committee is a standing committee of the College of Graduate Studies Graduate Council. This committee is responsible for the fair and equitable adjudication of various awards and scholarships administered by the College of Graduate Studies.
1. ROLES AND RESPONSIBILITIES
- 1.1 Adjudicate major external awards such as: Vanier Canada Graduate Scholarship, Trudeau Doctoral Scholarship, Canada Graduate Scholarship – Doctoral Program (CGS-D), Canada Graduate Scholarship – Master’s Program (CGS-M).
- 1.2 Adjudicate internal awards such as: Killam Doctoral Scholarships, Governor General’s Gold Medal, Graduate Dean’s Thesis Fellowship, Indigenous Graduate Fellowship, and various endowment funded awards.
- 1.3 Adjudicate postdoctoral fellowship competitions such as: Banting Postdoctoral Fellowships, Killam Postdoctoral Fellowships, Killam Postdoctoral Prize
- 1.4 Report annually on scholarships and awards to Graduate Council.
- 1.5 Members are expected to attend adjudication meetings in person; in the event of illness or other circumstances, submission of scores by email may be accepted.
- 1.6 Members must identify any conflicts of interest prior to the adjudication and not score applications where a conflict of interest exists.
- 1.7 Members are bound by strict expectations of confidentiality regarding the substance of the Committee adjudication process.
- 1.8 Members are expected to review and advise the Chair on rationales for students who do not meet the criteria for an award but would like to be considered an exceptional case by their program/Faculty.
- 1.9 Members can not concurrently serve on Faculty level scholarships and awards committees.
- 2.1 Members are recommended by Faculty Deans to the Dean of the College of Graduate Studies. The Deans will work cooperatively to ensure broad representation on the evaluation committees that reflects the value UBC places on diversity and inclusion, and in the evaluation of applications.
- 2.2 The Committee consists of two primary sub-committees according to Tri-Agency area and additional ad-hoc sub-committees drawn from the membership of 2.3 and 2.4 as required.
- 2.3 NSERC and CIHR sub-committee (10 committee members) School of Engineering (4)
- Faculty of Science (4)
- Faculty of Health and Social Development (2)
- 2.4 SSHRC sub-committee (10 committee members) School of Education (1)
- Faculty of Health and Social Development (1) (not the same members as under 2.3) Faculty of Management (1)
- Faculty of Creative and Critical Studies (3) Faculty of Arts and Social Sciences (4)
- 2.5 Members normally serve for a two-year term with rotation as needed.
- 2.6 At the discretion of the Dean, a member may be replaced on the Committee due to non- participation.
- 2.7 The Dean of the College of Graduate Studies serves as the Chair of the committee but may choose a designate to serve in their place.
3. EX OFFICIO MEMBERSHIP
- 3.1 Manager, Analytics and Awards, College of Graduate Studies.
- 3.2 Awards and Special Projects Assistant, College of Graduate Studies.
- 3.3 Indigenous Graduate Student Advisor, College of Graduate Studies.
- 3.4 Postdoctoral Affairs Coordinator, College of Graduate Studies
- 4.1 Guests with particular expertise can be invited as needed with the approval of the Chair.
5. VOTING RIGHTS
- 5.1 All members have voting privileges.
- 5.2 Ex Officio members do not have voting privileges
- 5.3 Guests do not have voting privileges
- 5.4 The Chair casts the deciding vote in the case of a committee tie, but otherwise does not vote.
- 6.1 Five (5) voting members of the NSERC/CIHR or SSHRC sub-committees respectively when meeting to determine NSERC/CIHR, SSHRC, or Killam nominations to the Faculty of Graduate and Postdoctoral Studies (UBC Vancouver).
- 6.2 Four (4) voting members from the selected sub-committee for nominations to the Faculty of Graduate and Postdoctoral Studies (UBC Vancouver) for Vanier and Trudeau scholarships and postdoctoral fellowships.
- 6.3 Four (4) voting members from the selected sub-committee to determine internal UBC Okanagan awards.
- 6.4 Four (4) voting members from the selected sub-committee for adjudicating applications for other external awards not explicitly listed elsewhere in these terms of reference.
- 7.1 For the purposes of reviewing individual applications, the minimum number of committee members reviewing each application will be three.
- 7.2 Sub-committees will convene for adjudication as needed upon the request of the Chair.
1.3 Graduate Studies Program and Curriculum Committee
TERMS OF REFERENCE
- The Program & Curriculum Committee is a sub-committee of the College of Graduate Studies Council.
- The Committee will review program & curriculum changes and make recommendations to the Senate Curriculum Committee on behalf of the College of Graduate Studies.
- The department that is proposing the changes will present the changes at the Senate Curriculum Committee meeting.
a. Review and recommend to the Senate Curriculum Committee for approval, amendment, or rejection, all proposals for curriculum changes, new graduate programs, and new graduate-level (500 to 699) courses.
b. A member of this committee will be chosen by the chair of the committee to represent the College of Graduate Studies on the Senate Curriculum Committee for a term of one (1) year, with option for renewal.
a) Dean of the College of Graduate Studies or delegate (Ex officio, non-voting, except in the case of a tie vote amongst the committee members, is chair in absence of Associate Dean)
b) Director of the College of Graduate Studies (Ex officio, non-voting)
c) Faculty representatives – Shall be appointed by the Dean of each Faculty or School
(1) Faculty of Science (1)
(2) Faculty of Creative and Critical Studies (1)
(3) Faculty of Education (1)
(4) School of Engineering (1)
(5) Faculty of Health and Social Development (1)
(6) Faculty of Management (1)
(7) Faculty of Arts and Social Sciences (1)
d) One elected graduate student from the Graduate Student Advisory Council.
3) CONTINUATION OF MEMBERSHIP
i) Members will be considered to have withdrawn from the committee if they miss three (3) consecutive meetings. The Chair of the committee will have the option of requesting from the relevant Faculty or School Dean a replacement representative.
ii) The term of membership on the committee is normally three years; Deans may reappoint members at their discretion.
4. CONDUCT OF MEETINGS OF THE COMMITTEE
a) The Dean of the College of Graduate Studies or designate is the Committee Chair.
b) The schedule for the regular monthly meetings is to be set by the Chair of the committee with the schedule distributed to committee members and to an identified contact person who has responsibility for graduate curriculum matters in the office of every Dean of a Faculty or School.
c) Extraordinary meetings may be called by the Dean of The College of Graduate Studies or the Chair of the Committee provided that five (5) days’ notice is given to members of the Committee.
d) The quorum for meetings of the Committee will be four (4) voting members.
e) The deadline for submission of items for the consideration of the Committee will be one week (seven  days) prior to a scheduled meeting. Items for the consideration of the Committee shall be circulated to the members a minimum of four (4) days prior to the meeting.
1.4 Interdisciplinary Graduate Studies Program Committee
The Interdisciplinary Graduate Studies Program shall be governed by a committee of the College of Graduate Studies.
The IGS Program and Curriculum Committee reviews curriculum proposals and formulates guidelines and procedures for the Interdisciplinary Graduate Studies (IGS) program.
The committee meets monthly as business requires, and no less than once in each of the W1 and W2 semesters.
TERMS OF REFERENCE
- Dean/Associate Dean of CoGS — Chair (non-voting, except in case of tie votes on the Committee)
- Faculty Members
a) One Theme Coordinator or designate from each IGS Theme
b) The Associate Dean/Director (or designate) responsible for graduate studies in every Faculty that is participating in the IGS
c) One Faculty-level IGS coordinator from each Faculty that is participating in the IGS program (note: this role is, at a minimum, responsible for overseeing the IGS program progress of students admitted under the previous guidelines and of PhD individualized option students, and for tracking all IGS students within a Faculty).
- Student Members (2 year terms)
a) One student (s)elected from graduate students in the IGS Master’s
b) One student (s)elected from the graduate students in the IGS graduate doctoral program.
- One non-voting staff member of the CoGS office, appointed by the Dean of CoGS, to provide timely policy, regulatory, and technical implementation expertise regarding changes that the Committee may
CONTINUATION OF MEMBERSHIP
- Members shall cease to be members of the Program Committee if, as applicable, they cease to be a member of the IGS constituency they represent, or they cease in their official role as either Associate Dean (or equivalent), Faculty IGS Coordinator, or Theme Coordinator, or if the constituency they represent ceases to participate (as herein defined) in the IGS program.
- The Chair may grant members of the Committee a leave of absence for up to three consecutive ordinary meetings of the Committee. Any member who is absent without leave for more than three consecutive ordinary meetings will be considered to have withdrawn from the committee. The Chair of the committee will have the option of requesting a replacement representative from the appropriate administrator.
RESPONSIBILITIES AND ACTIVITIES OF THE PROGRAM AND CURRICULUM COMMITTEE
- Reviews and recommends for Senate approval any curriculum proposals for the Interdisciplinary Graduate Studies (IGS) program.
- Reviews and recommends for Senate approval:
a) proposals for the establishment of new Themes;
b) revisions to existing Themes;
c) the dissolution of Themes it judges to be no longer viable.
- Undertakes consultations with Faculties and faculty in all cases as appropriate to produce recommendations to Senate.
- Establishes, reviews and amends as needed guidelines and procedures for the IGS program. (These items do not require approval by Graduate Council, but may be reviewed by that body for conformity to CoGS guidelines, policies, and procedures). Activities under this responsibility include:
a) Develop rules and regulations for the IGS program;
b) Review the structure of IGS and recommend changes as the Committee deems necessary;
c) Periodically review guidelines and procedures for the IGS and recommend amendments as the Committee deems necessary.
- Engages in SEM consultations with relevant Faculties and with the Dean of CoGS as appropriate.
- Reviews and recommends to Graduate Council, as needed, resourcing agreements with Deans, Heads, and other pertinent administrators concerning instructional and other commitments for the operation of the IGS program.
- Oversees arrangements for applying pre-existing rules for of students in previous IGS program.
- Coordinates or directs review of each Theme every five (5) years.
- Conducts meetings of the IGS Program and Curriculum Committee:
a) The schedule for regular monthly meetings is to be set by the Dean/Associate Dean of CoGS, with the schedule distributed to members and posted at the beginning of the Winter I term.
b) Extraordinary meetings may be called by the Dean/Associate Dean of CoGS provided that five (5) business days notice is given to members of the Committee.
c) The quorum for meetings of the IGS Program and Curricula Committee will be six (6) members, including the Chair.
- The deadline for submission of agenda items will normally be ten (10) business days) prior to the scheduled meeting. The meeting agenda shall normally be circulated to members of the Program Committee a minimum of five (5) business days prior to the meeting.
1.5 Graduate Student Advisory Council
TERMS OF REFERENCE
The purpose of the Graduate Student Advisory Council is to:
- To provide advice and feedback to the Vice Provost and Dean, the Associate Dean, and the Director of the College of Graduate Studies on key issues for graduate students at UBC Okanagan;
- To provide information on policies, procedures, workshops, other events and funding from the CoGS office and from Graduate Council;
- To enable a forum for in-depth discussion on important issues, as identified by GSAC members and their graduate program colleagues;
- To advocate for change, and to provide leadership, on key issues such as, but not limited to, student services and funding;
- To provide a forum where GSAC members can also discuss issues and strategize with Graduate Student Senators
- To help fill graduate student representative vacancies on relevant committees, as needed
- Vice Provost and Dean, College of Graduate Studies (Chair) (ex officio)
- Associate Dean(s), College of Graduate Studies (Vice Chair) (ex officio)
- Director, College of Graduate Studies (ex officio)
- Graduate Student Senators (non-voting)
- Representative, Health and Wellness (non-voting
- Graduate student representatives from the following communities (1 each):
- Aboriginal students
- LGBTQ* students
- International students
- Disabled students
- Graduate student representatives from the following Faculties/programs:
- Faculty of Applied Science (3)
- Faculty of Arts and Social Sciences (2)
- School of Education (2)
- Faculty of Creative and Critical Studies (2)
- Faculty of Health and Social Development (1 representative each from Nursing, Health Studies and Social Work)
- Faculty of Science (3)
- Faculty of Management (1)
- Interdisciplinary Graduate Studies (3)
- Invited guests, as appropriate
The CoGS office will issue a call to Graduate Program Coordinators for representatives annually each August in order to populate GSAC for the academic year, starting in September. Members will be appointed for a term of one year with the option of renewing for an additional year.
Meetings will normally be held monthly and will entail one key issue for in-depth discussion, as identified by GSAC members.
Quorum is 10
GSAC members may at times wish to form Working Groups which would then report back to GSAC.
A summary of the discussion will be circulated to committee members within 5 business days of the meeting, to be shared with their graduate program colleagues.
1.6 Policy Governing Honoraria for Student Representatives on CoGS Committees
The College recognizes and appreciates the contributions of students who serve on its committees.
Students who serve on CoGS committees that meet monthly for the academic year, and attend or otherwise contribute substantially to the meetings, will receive an honorarium and a letter of appreciation.
Students nominated by their respective Faculties to represent their Faculty will receive an honorarium of $200.
Students representing student groups on campus such as the Student Union, Senate, or international students will receive an honorarium of $200.
The College believes in committing to creating a welcoming community where those who are historically, persistently, or systemically marginalized are treated equitably, feel respected, and belong. In recognition of this, and the value of the knowledge and lived experience of students who are impacted by systems of inequity, such as colonialism, racism, discrimination, and ableism, they will receive an honorarium of $500. This includes, but is not limited to, representatives for LTGBQ+ students, Indigenous students, BIPOC students, and students with disabilities. Specific representation for each committee is detailed in the committee’s terms of reference. The terms of reference can be changed by the committee to include further representation.