Supervisor Eligibility, Selection, Supervisory & Graduate Student Responsibilities
Accreditation of Faculty Members
Supervision of graduate students, or instruction of graduate courses, is restricted to persons who are accredited as members of the Faculty of Graduate Studies and Research by the Dean (FGSR). Accreditation is available to faculty members of the academic units of the University of Regina and members of other institutions/agencies who can provide students with expert direction and background through their research and knowledge of the field.
FGSR has the following review process in effect for accreditation of faculty:
- FGSR’s PhD Committee is responsible for defining, and revising when necessary, the criteria on which the various levels of accreditation are determined, or adjudicating issues pertaining to accreditation such as a faculty member’s appeal of accreditation status.
- A new appointment accreditation proposal is accompanied by a recommendation regarding a suitable accreditation level, according to the criteria referred to below, from the Dean of the faculty where the person is being appointed, to the Dean (FGSR).
- Reclassification of accredited faculty members is granted by the Dean (FGSR) in cases where the Dean concurs with the recommendations of the relevant department head or equivalent and the line-faculty Dean. Faculty members may make an application for reclassification of accreditation level through the department head and corresponding Dean who forwards the support materials and recommendation to the Dean (FGSR).
- The PhD Committee serves as the body through which appeals related to accreditation are adjudicated. Such business might include hearing appeals of an initial accreditation appointment, or a faculty member's application to change the category to which he or she had been assigned.
- When a review of the accredited membership of entire
faculty or department is deemed desirable, the Dean (FGSR)
will request the PhD Committee (or an ad hoc committee should
the need arise) to conduct such a review. In this review, the
committee will take into account recommendations from each
faculty member's unit head and corresponding Dean.
Accreditation Categories (Minimum Qualifications Required for Accreditation)
Accreditation with FGSR is open to any faculty member (i.e., rank of Lecturer and above) at the University of Regina holding a full-time continuing or probationary appointment.
It is also open to individuals in the Instructor III category
who have achieved a terminal degree in the discipline. The
highest level that Instructor IIIs, or persons on term
appointments, can be assigned is the “B” category. In these
cases, the individual is in addition to the required minimum
supervisory committee membership and cannot serve as a
replacement for an accredited faculty member
CATEGORY A (Master’s Committee Member)
- New faculty member not having been accredited previously and without previous experience on graduate supervisory committees.
- Must have a Master's degree or equivalent from an accredited institution.
CATEGORY B (Master’s Co-Supervisor)
- Faculty member with marginal qualifications for “C”,
either because of limited research experience, or limited
graduate supervisory experience. Most often this category is
employed for new faculty members with promising research
records, but with little, if any, previous experience in
graduate supervision.
CATEGORY C (Master’s Supervisor / Ph.D. Committee Member / Ph.D. Co-Supervisor)
- Faculty member, normally with a Ph.D., an established research record, and typically with some previous experience in graduate supervision.
CATEGORY D (Ph.D. Supervisor)
- Faculty member with a Ph.D. degree, or equivalent.
- Is normally expected to have participated in the supervision of one or more master’s students.
- Must be currently active in research and scholarly production relevant to the research program of the student(s) proposed to be supervised. A member whose research or creative activity record showed no publications or related productivity in the last five years would be considered ineligible for this category.
- FGSR will monitor,
on a case-by-case basis, when a PhD supervisor (level “D”
accreditation) doesn’t graduate students
Important Notes:
- Sole supervisors must hold the degree (or equivalent) from an accredited institution that is being sought through the program in which the student is engaged.
- Because of diverse interpretations of the term "scholarly, or creative activity", the FGSR will seek the sound and informed judgment of chairs and graduate coordinators to ensure adherence to minimum faculty criteria. The determination of "scholarly, or creative activity" assumes a continuing peer review process that, at least indirectly, is part of the Annual Performance Review process.
- It is expected that
academic units and supervisors will pay particular attention
to the number of students associated with a given supervisor.
The academic heads will be consulted if concerns arise about
the number of students a particular faculty member proposes to
supervise. The Dean (FGSR) may require the academic
unit/supervisor to provide assurances, in writing, that the
resources are available to adequately provide the necessary
supervision, accommodation and other forms of support,
including financial.
Accreditation of Individuals External to the University of Regina
Adjunct Professors
Adjunct Professors (FGSR) are normally individuals who are not
employees of the University and who are nominated by the
department and line faculty Dean by means of a memo to the Dean
(FGSR), accompanied by an up-to-date CV, and a
statement/rationale of the benefits to the graduate activities
(graduate teaching or co-supervision of graduate students) of
the department/faculty.
Adjunct appointments are normally for three to five years (July through June), and are renewable, subject to mutual agreement and ongoing eligibility.
Adjunct Professors (FGSR) may not serve as the sole supervisor of graduate students except in exceptional circumstances at the discretion of the Dean (FGSR) following consultation with the academic unit. No accreditation level is assigned to Adjuncts, but the expectation is that in a committee or co-supervisory role, the Adjunct will hold the level of degree that is being sought by the candidate. There is an option for former faculty members who have Adjunct status to be afforded sole supervisory status in cases where the student is close to completion when the change in accreditation status to Adjunct occurs, or remains on campus and provides continuing resources for the graduate students being supervised.
Important Notes: A Professor Emeritus is eligible for
Adjunct status and the process is the same as for any person who
is not a University employee. For non-faculty, full-time
University employees with a postgraduate degree, the option
of Adjunct status is available, but requires that the employee
have an associate membership to an academic unit on campus.
Accreditation is then sought by the academic unit through the
normal procedures.
Professional Associates
The position of Professional Associate is of particular
applicability to programs in the Faculty of Education, Faculty
of Social Work and the Department of Psychology. Individuals
nominated as Professional Associates have valuable skills,
education, and experience, but do not necessarily meet the
criteria equivalent to that required for a tenured faculty
position.
Professional Associates are nominated by the department and/or line faculty Dean by means of a memo to the FGSR Dean, along with supporting documentation, which includes a letter of support from the individual's employer (if applicable), an up-to-date CV, and a statement/rationale of the benefits to the graduate affairs (supervision of internships/practicum) of the department/faculty.
Professional Associate appointments are normally for three to five years (July through June), and are renewable, subject to mutual agreement and ongoing eligibility.
Professional Associates may not be a supervisor or
co-supervisor of graduate thesis research, but are eligible
to serve on graduate student supervisory and examining
committees and to give graduate courses when their
qualifications are appropriate. In all cases, committee
membership and the instruction of a graduate course requires
separate approval by the Dean (FGSR).
Single Purpose/One-Time Appointment
On occasion, a faculty or department may wish to have an
individual accredited on a temporary basis to teach a graduate
class, act as a practicum associate or sit on a graduate
student’s committee. Accreditation may be requested for a
specific purpose and is terminated when the activity is
completed.
Approval for single-purpose or one-time accreditation is
obtained in the same way a Faculty or Department obtains
accreditation for a normal Professional Associate, except that
the specific purpose for accreditation is outlined in the
request. The Dean (FGSR) will review the request and grant
one-time accreditation for that purpose only. An individual
appointed in this way is to have the necessary qualifications
for accreditation at the graduate level
Research Associates, Postdoctoral fellows and other professionals are eligible to serve on committees, if recommended by the academic unit and corresponding Dean, subject to approval by the Dean (FGSR). The request for approval is to include a memo indicating the reasons for, and the benefits of, having such a colleague on the committee, accompanied by the proposed individual’s current CV. This appointment would be considered a single purpose/one-time accreditation
Additional Categories in Recognition of Specialized
Expertise
Experts from outside the University may, on an ad hoc basis, if
approved by the Dean (FGSR), serve on supervisory and examining
committees. In these cases, the individual is in addition
to the required minimum
supervisory committee membership and cannot serve as a
replacement for an accredited faculty member.
This category would include clinicians lacking a postgraduate degree, or First Nations’ Elders as appropriate in conjunction with the academic and cultural context of the student’s research program. Academic units must indicate why the individual is considered an Elder and justify his/her inclusion on the committee as an Elder. The procedure for such an appointment parallels that for Adjunct Professor (FGSR).
For off-campus persons nominated in association with their expertise, the onus is on the academic unit in the application process to identify why the appointment would be value-added to the student’s program and describe the means by which meaningful interactions would be facilitated.
Note: Adjunct Professors (FGSR), Professional
Associates, Single Purpose and Specialized Expertise Appointees
may not serve as External Examiners in the academic unit with
which they are associated, or serve as the Internal-External on
the supervisory committee of doctoral students. The latter
membership category is exclusive to C-level or D-level faculty
members.
Selection of Supervisor
At the University of Regina, individual supervisors are encouraged to recruit graduate students and similarly, graduate students are encouraged to contact prospective supervisors. Thus, the supervisory relationship, often accompanied by terms of financial support, can be known prior to the student beginning a program. In the absence of an assigned supervisor, the academic unit and graduate program coordinator should provide interim supervision, and selection of a primary supervisor should occur by the end of the first semester.
General Responsibilities of Supervisors, Academic units and Graduate Students
The supervisor is directly responsible for the supervision and mentoring of the student. In this capacity, the supervisor assists the student in planning an appropriate program of research and coursework. The supervisor is to ensure that the student is aware of and understands all program requirements, degree regulations, and general regulations of the faculty, department and/or program, and FGSR. The supervisor is to provide counsel on all aspects of the program and to be informed and involved in the student's research activities and progress. This includes the submission of an FGSR annual progress report for doctoral and thesis-based Master’s students to FGSR. Annual progress reports are also required for project-based students who hold federal funding. The forms are available on the web site and are distinct from the more extensive progress/supervisory reports retained in the academic unit. An unsatisfactory progress report may be referred to the appropriate FGSR committee.
Good supervisory relationships rely on clear and mutually accepted expectations and terms of progress. Regular meetings and written agreements are recommended and must conform to University policies such as the Intellectual Property Policy.
The supervisor is directly responsible for the ethical process (See Research Ethics Board and Animal Care Committee) and outcome of the research. The supervisor is charged with ensuring that the student conducts research in a manner that is as effective, safe, and productive as is possible. In addition to assisting in preparing the program of studies for the student, the supervisor is to arrange for and attend all supervisory committee meetings as well as the student’s comprehensive examination (where applicable) and the oral thesis/dissertation defense. Oral defenses are scheduled and held in accordance with FGSR regulations. The supervisor must review the thesis both in draft and in final form and ensure that the document to be defended for the Master’s or Doctorate is, in fact, suitable for defense. Failure to execute on these tasks may result in a change in accreditation.
Graduate students have the right to regular contact with advisors or committee members throughout their program. Graduate students' have the right to an alternate advisor during an extended absence of the primary supervisor. In order to facilitate the timely completion of program requirements, graduate students have the right to timely feedback (within approximately one month) on all academic products presented for evaluation. Normally, the Dean of FGSR will not accept as a supervisor for a new student, any faculty member who has received notice of sabbatical or any other type of extended leave, or who will retire within the normal course of a Master’s program (two years). It is the shared responsibility of the student, supervisor and head of the academic unit, as well as the Dean’s Office, to ensure that all requirements of the academic unit and FGSR are met.
Supervisors who may be absent from the University for an extended period of time are responsible for informing their students immediately. It is the supervisor’s responsibility to ensure that temporary supervision will be provided, so that the student will have guidance during that absence. The supervisor is responsible for guiding the student in the preparation of the thesis, or project report, according to the standard accepted by the academic unit and in accordance with A Guide for the Preparation of Graduate Theses located in Appendix C. It is expected that supervisors will provide constructive criticism and encouragement in a timely fashion.
It is the responsibility of the supervisor/graduate coordinator to certify proper procedures and arrangements for the oral defense and to ensure that the student is not required to make these arrangements.
To guarantee that a faculty member has sufficient time to provide the necessary supervision, no individual will be permitted to oversee more students than can be adequately handled. The number of students will depend on the faculty member’s teaching responsibilities and other duties, as well as the availability of research assistants, who can also provide guidance. The Dean of FGSR may not accept a faculty member as a supervisor in cases where the faculty member is deemed to have more graduate students than can be reasonably accommodated.
Graduate students should become familiar with and meet all appropriate deadlines and regulations associated with their programs. They should maintain regular contact with supervisor(s) and keep the supervisor informed of their whereabouts. Students should make reasonable efforts to become aware of, and apply for, appropriate sources of financial support.
Supervision of Doctoral Candidates – Distinguishing Elements
A Supervisory Committee supervises the work of each student. This Committee consists of the Head of the academic unit or designate, or the Dean of the faculty for faculties without departments, who serves as the Chair, the student’s research supervisor(s) and two or more additional members from the principal academic unit and related academic units selected because of their knowledge of the proposed research field. One member must be from a department other than the principal one and serves as an internal-external member. Adjunct professors to the home academic unit are not eligible to serve as the internal-external. In consultation with the Dean of FGSR, individuals from other universities, or from external agencies or groups, because of their specialized knowledge of the research field, may be invited to serve on the Committee.
The Supervisory Committee is expected to be in place within the first year, and periodically reviews the progress made by the student. To facilitate these reviews, the student submits a report on the research project at least once every six to twelve months. This is done through the research supervisor who is then responsible for distributing a copy to each member of the Committee. The Committee and student are expected to meet formally on an annual basis for discussion of the work. The Committee may recommend changes and additions to the student’s program of courses, and changes in the research project. The supervisor is responsible for keeping minutes of the Committee meetings in the academic unit.
Supervision of Master’s Candidates – Distinguishing Elements
All Master’s candidates in a thesis, project, practicum, report, exhibition, or recital program have a supervisor/advisor. The supervisor assists the student in selection of courses and development of a research project, guides and implements the research, and directs the writing of the thesis, project, practicum, report or the development of the exhibition or recital. In some academic units, a student will have a supervisor from the beginning of the program. In other academic units, the supervisor may not be known until the student has been in the program for a short time and has become acquainted with the faculty members and their research interests. A student may not register in thesis or project hours before a supervisor has been assigned. The selection of a supervisor is by mutual agreement between the faculty member and the student, and may require approval of the head of the academic unit. In some instances, it may be to the student’s advantage to have co-supervisors.
The supervisor guides the student through the degree program, preferably with the assistance of other faculty members through a supervisory committee. The supervisor is responsible for monitoring the progress of the student and for informing the student immediately if course or research performance falls below the required standard. The supervisor is expected to provide timely guidance and encouragement in addition to monitoring the student’s progress. The head of the academic unit (or designate) has overall responsibility for the graduate students in that unit. The head will ensure that the courses required by the programs of the various students within the unit are provided so that the students can complete the coursework portion of their programs within a reasonable time frame.
The completed thesis, containing all required revisions, is given to the supervisor/co-supervisors for final assessment regarding approval for distribution. After the supervisor(s) approve distribution, copies of the thesis are then sent to other committee members (consisting of one or more individuals previously selected) and to the head of the academic unit (or designate). The term committee is used here to collectively describe the supervisor(s), members of a supervisory committee as may have been in place, or members added solely for purposes of the examination. The head of the academic unit (or designate) may be an ex officio member on all postgraduate committees.
Supervisor on Leave
It is the responsibility of supervisors to arrange and document adequate provision for supervision of their graduate students during a leave. The information is documented on the request for sabbatical leave and forwarded by the academic unit to the Dean of FGSR. The Dean of FGSR should be advised of other extended absences and temporary supervisory replacements.
Change of Supervisor
The graduate student is responsible for interacting with advisors and committee members in a professional manner. Graduate students are responsible for doing their part in maintaining positive working relationships. At times, the research interests of a student may change, or conflicts may arise between a student and supervisor that require formal means to resolve matters. An appropriate course of action may be a request for change of supervisor in accordance with the following procedure.
The student submits a written request to the academic unit head (or designate) for a change of supervisor. The head will process the request, which will involve consulting with all relevant parties. The head forwards the request and a recommendation (including pertinent comments as may apply) to the Dean of FGSR. In recommending the change, it is assumed that the head has verified that each person (new supervisor, previous supervisor, student) is in agreement, or accepting of the change. If there is not full agreement, every effort should be made to resolve the matter before notice is sent to the Dean’s office.
It should be noted that: a) the new supervisor must have an accreditation level consistent with the student’s program of studies; b) the department and FGSR have no responsibility to agree to a change in supervisory arrangements if they cannot reasonably be accommodated. In this regard, the department should consult with FGSR and then inform the student about what supervisory arrangements will or will not be provided; and c) if there are funding issues involved, these must be clarified in the submission from the head. For example, it may be acknowledged that funding through the previous supervisor is no longer available, and/or what funding, if any, will be provided by the new supervisor.
