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-4.3: Governance of the College of Graduate Studies.

SENATE POLICY: O-4.3

Number & Title:
O-4 : Governance of the College of Graduate Studies

Effective Date:
July 2, 2020

Approval Date:
May 28, 2020

Review Date:
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.

Responsible Committee:
Senate Academic Policy Committee

Authority:
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;”

S. 47(2)

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:

  1. Provide direction to the College of Graduate Studies and the faculties on the structure and responsibilities of the College of Graduate Studies;
  2. Set out the membership, structure, and responsibilities of the Graduate Council.

Applicability:
This policy is applicable to graduate courses of study and courses of instruction at UBC Okanagan.

Exclusions:
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 studyadministration 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.

Definitions:
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 Master’s 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.

Policy:

  1. 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.
  2. 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.
  3. The College of Graduate Studies is responsible for post-doctoral support and advocacy on the UBC Okanagan campus.
  4. 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.
  5. 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)

Dean of the College of Graduate Studies (Chair)
President
Deputy Vice-Chancellor
University Librarian or his or her designate
Provost
Vice-Principal Research
Dean of each Faculty or his or her designate
Associate Dean(s) of the College of Graduate Studies
Associate Dean, Research and Graduate Studies or equivalent from each Faculty

ii. Faculty members

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

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 his or her 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.

Calendar Statement
None required.

Consultations
The following individuals and groups have been consulted during the development of this policy:

  • Dean of the College of Graduate Studies
  • Associate Deans, Research and Graduate Studies (or equivalent)
  • Deans
  • Graduate Council
  • Graduate Student Advisory Council

History
This is the fourth version of this policy. The third version of October 2017 the 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.

Related Policies
Policy O-9

0-4 Appendix
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.

FS (2)
FASS (1)
FCCS (1)
FHSD (2)
Faculty of Management (1)
School of Education (1)
School of Engineering (2) IGS (2)

Coordination of Responsibilities for Graduate Education Matters

COLLEGE OF GRADUATE STUDIES FACULTIES
Student Recruitment
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 pagesOutreach 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 studentsSend 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
Student Funding
Develop and administer all merit-based student scholarships and fellowships that are external or campus/university-wide, and are not employment related. This includes:

  1. Instruction in process
  2. Vetting of applications for competition
  3. Creating and managing selection committees
  4. Notifying applicants
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

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 CGS, Trudeau Doctoral Scholarship, Tri- Council (NSERC, SSHRC, and CIHR) doctoral scholarships, Canada Graduate Scholarship – Master’s Program (CGS M).
  • 1.2 Adjudicate internal awards such as: Killam Doctoral Scholarship, Governor General’s Gold Medal, Graduate Dean’s Thesis Fellowship, Aboriginal Graduate Fellowship, CAGS Distinguished Dissertation Award, and various endowment funded awards.
  • 1.3 Report annually on scholarships and awards to Graduate Council.
  • 1.4 Members are expected to attend adjudication meetings in person; in the event of illness or other circumstances, submission of scores by email to the Data Analyst and Awards Officer may be accepted.
  • 1.5 Members must identify any conflicts of interest prior to the adjudication and not score applications where a conflict of interest exists.
  • 1.6 Members are bound by strict expectations of confidentiality regarding the substance of the Committee adjudication process.

2. COMPOSITION

  • 2.1 Members are recommended by Faculty Deans to the Dean of the College of Graduate Studies (CoGS).
  • 2.2 The Committee consists of two primary sub-committees according to Tri-Council 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 (8 committee members)
    • School of Engineering (3)
    • Irving K. Barber School of Arts and Sciences (3) (not the same members as under 2.4)
    • Faculty of Health and Social Development (2)
  • 2.4  SSHRC sub-committee (9 committee members)
    • Faculty 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)
    • Irving K. Barber School of Arts and Sciences (3) (not the same members as under 2.3)
  • 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.

3. EX OFFICIO MEMBERSHIP

  • 3.1 Dean, College of Graduate Studies.
  • 3.2 Associate Dean, College of Graduate Studies.
  • 3.3 Director, College of Graduate Studies.
  • 3.4 Data Analyst and Awards Officer, College of Graduate Studies.

4. VOTING RIGHTS

  • 4.1 All members have voting privileges.
  • 4.2 Ex Officio members do not have voting privileges, except in the case of 4.3.
  • 4.3 The Chair of the committee casts the deciding vote in the case of a committee tie vote.

5. QUORUM

  • 5.1 Five (5) members of the NSERC/CIHR or SSHRC sub-committees respectively when meeting to determine NSERC/CIHR or SSHRC nominations to the Faculty of Graduate and Postdoctoral Studies (UBC Vancouver).
  • 5.2 Four (4) voting members from the selected sub-committee for nominations to the Faculty of Graduate and Postdoctoral Studies (UBC Vancouver) for Vanier, Trudeau, and Killam awards.
  • 5.3 Four (4) voting members from the selected sub-committee to determine internal UBC Okanagan awards.
  • 5.4 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.

6. PROCEDURES

  • 6.1 For the purposes of reviewing individual applications, the minimum number of committee members reviewing each application is three.
  • 6.2 Sub-committees will convene for adjudication as needed upon the request of the Data Analyst and Awards Officer.

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.

1) RESPONSIBILITIES

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.

2) MEMBERSHIP

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 [7] 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

MEMBERSHIP

  1. Dean/Associate Dean of CoGS — Chair (non-voting, except in case of tie votes on the Committee)
  2. 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).
  3. 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.
  4. 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

  1. 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.
  2. 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

  1. Reviews and recommends for Senate approval any curriculum proposals for the Interdisciplinary Graduate Studies (IGS) program.
  2. 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.
  3. Undertakes consultations with Faculties and faculty in all cases as appropriate to produce recommendations to Senate.
  4. 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.
  5. Engages in SEM consultations with relevant Faculties and with the Dean of CoGS as appropriate.
  6. 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.
  7. Oversees arrangements for applying pre-existing rules for of students in previous IGS program.
  8. Coordinates or directs review of each Theme every five (5) years.
  9. 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.
  10. 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

PURPOSE

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

MEMBERSHIP

  • 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

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.