Information for Supervisors

To support student success and strong supervisory relationships we recommend that all supervisors and their graduate students revisit mutual expectations and reframe them to address our current situation.

As we continue to navigate the situation regarding COVID-19, we recognize that you may have questions and concerns. The information below was created to help address your questions. If you have additional questions or concerns please contact us at gradask.ok@ubc.ca

 

  • Supervisors of incoming students (especially Master’s) should consider whether they can make available a back-up plan for research to complete the degree in the event that it does not become possible for the student to attend campus.
  • In cases in which research to complete the degree can only be performed on campus, supervisors/programs should make students aware of the risk that they may be unable to complete the degree.
  • Where appropriate, students should be made aware of the option to defer admission, and of what options the program is offering to defer awards. COGS is allowing deferral of entrance awards.
  • Students who are not in Canada cannot be employed as Teaching Assistants.
  • To support graduate students who have yet to receive all or a portion of their funding from UBC research or unrestricted grants because they have been unable to travel to Canada due to COVID-19 restrictions, a Graduate Research Stipend (GRS) distribution process is being made available to allow supervisors to provide funding to these graduate students.

  • In the event that students arrive on campus at a future date, they should be paid in accord with any funding letter that was provided pre-COVID from then onward.

  • Students whose funding package has been modified due to COVID should be provided with a new funding letter.
  • Funding that is provided will be applied to the student’s tuition account. If the student does not have a direct deposit set up for a Canadian bank, any funding in excess of tuition and other fees will be provided to the student by wire transfer if possible. If this is not possible the funds will be kept in the student’s SSC account until they are able to receive them.

2021/22 Winter Session

UBC is planning for a return to on-campus activity for Winter Session, Term 1, in September. Learn more: bit.ly/3ci0mgw

RESUMPTION OF IN-PERSON RESEARCH

The Office of Research Ethics and the BREB continue to monitor the response to COVID-19 and to adjust our practices, recommendations and supporting materials to remain in step with provincial and other guidelines. On November 19, 2020 – in response to an increase in confirmed COVID-19 cases in BC – the Provincial Health Officer issued an order for province-wide restrictions on social interactions and travel.

As such, there have been updates made to the UBC Behavioural Guidance website based on the new provincial guidelines. Please see the following website for full details https://ethics.research.ubc.ca/behavioural-research-ethics/ubc-behavioural-guidance-during-covid-19-research-restrictions

The current Public Health Officer Order is in effect from November 19 to December 7, 2020. The page will continue to be updated to align with provincial orders. Please ensure you visit regularly.

If you have questions, please contact Lisa Shearer at lisa.shearer@ubc.ca

OFFICIAL DOCUMENTS

We are receiving official documents from around the world. If students are having difficulty arranging for the submission of an official paper or electronic transcript, please advise them to contact gradask.ok@ubc.ca and provide details of the specific situation

DEFENCES AND ORAL EXAMINATIONS

Master’s thesis defences and PhD oral examinations are currently being held remotely.

Scheduling defences will proceed as per standard practice and policy.

Resources to support remote defences are listed below.

Months of study eligibility for students impacted by COVID-19

Due to COVID-19, students who have had their program impacted by the research curtailment and are therefore ineligible for a University Graduate Fellowship may be eligible under revised criterion. This temporary condition will extend to:

Number of Months of Study

  • Masters students must have completed, as of April 30 of the competition year, no more than 36 months of study in the program for which they are requesting funding.
  • Doctoral students must have completed, as of April 30 of the competition year, no more than 60 months of study in the program for which they are requesting funding.

Additional Procedures

  • If a student is only eligible for a UGF under the extended months of study indicated above, the student’s supervisor must submit the UGF Supervisor Rationale Form indicating the student’s original expected program completion date, and how COVID-19 and the resulting research curtailment have delayed the student’s time to completion.

In addition to the UGF this condition would apply to: the Aboriginal Graduate Fellowship, Finch Family Graduate Award, UBCO Graduate Scholarship, Graduate Dean’s Thesis Fellowship.