Preventing and Solving Problems
Every graduate student is required to complete GRST 800AA Grad Thrive Plus. This is an online course composed of several modules including one on academic integrity. Essentially, academic misconduct is when you represent other people’s work as your own. At FGSR we take academic misconduct very seriously; the penalties for academic misconduct range from grade reductions to suspension. Be sure that you complete GRST 800AA early in your program and that you understand the regulations concerning academic misconduct. Be sure to ask your instructors if you are unclear about what may constitute academic misconduct.
For more details, please refer to the Graduate Calendar entry on academic misconduct.
If a professor suspects you of academic misconduct, they are to report the incident to FGSR (a professor cannot give a student a grade penalty for academic misconduct; all suspected academic misconducts by graduate students are to be reported to FGSR). FGSR will invite you to have a meeting with the Associate Dean of FGSR (or a designee). At this meeting you may defend your work or explain why you do not believe that it constitutes academic misconduct. The Associate Dean of FGSR will decide if they believe that an academic misconduct occurred. If it is decided that a misconduct occurred, the Associate Dean will determine the penalty (this penalty may be a grade reduction, the awarding of the grade of XF in the course or suspension from FGSR). The student will be informed in writing. For any confirmed case of academic misconduct, a letter is placed in the student’s file recording the incident. The letter will not be shared with anyone, but if there are subsequent academic misconducts the penalty will be more severe. Finally, students have the right to appeal either the decision that an academic misconduct occurred or the penalty assessed.
Conditions under which staff may become students are stated in the Collective Bargaining Agreements of the University of Regina Faculty Association (URFA), the Administrative Professional and Technical (APT) Employees Bargaining Unit and the Canadian Union of Public Employees (CUPE).
The perception of a possibility of, or the occurrence of, a conflict of interest is considered to be a major threat to the integrity of a graduate program. It is the responsibility of a prospective candidate to declare this prior to entering a graduate program, or if not evident until after that point, as soon as it becomes evident.
Declaring a Conflict of Interest
Details of a conflict are to be declared to the Dean of FGSR by completing the Conflict of Interest Declaration form.
If reasonable remedies to avoid or minimize a possible conflict of interest are not found, the Dean may rule to reject an application.
If this situation arises after an applicant has been accepted as a candidate for a graduate program, and ways of avoiding or offsetting a conflict of interest are not found, the Dean may decide to implement remedies that could include discontinuation of the student's program at this University.
Examples of conflict of interest include, but are not limited to, the following:
- A relationship with a candidate that parallels or could compromise a fair and impartial review
- A person employed by an academic unit should not take courses or a degree program in that unit
- Similarly, a person taking a graduate program in an academic unit should not become a full-time employee in that unit until the program of studies has been successfully completed or formally terminated
Such an arrangement might, under certain circumstances, be regarded as acceptable in the case of a support staff member. However, the situation would be regarded as unacceptable for a faculty position.
Exemptions
Exemptions from these terms include those employees/candidates who are not full-time or are hired full-time on an interim (i.e. semester) basis. For example, graduate teaching assistants, and department research and teaching assistants would normally be exempt from review according to the terms of this policy.
Instructions
- Student and supervisor(s) should read the supporting information for the creation of a Letter of Understanding by the Canadian Association of Graduate Studies (CAGS) (you can access it through this link https://cags.ca/cags-publications/. Select Best Practices and then Creating a letter of Understanding for Advisors/supervisors and Graduate Students).
- Student and supervisor(s) should meet to discuss the document and identify each person’s main responsibilities.
- Supervisor(s) should write the LoU (template below)
- Student and supervisor(s) should initial to indicate acceptance of their responsibilities.
- Student and supervisor(s) will keep a copy of an initialed LoU.
Inquiries: Grad.AssocDean@uregina.ca
See draft version below or download the Word Version.
Letter of Understanding between [Name of student] and [Name of supervisor(s)]
University of Regina
[date]
Next date of review [date]
This Letter of Understanding follows national standards and documents responsibilities and expectations identified after a conversation between student and supervisor(s). [The responsibilities below are common ones but student and supervisor should add, modify, etc. according to the conversation and discussion of the CAGS document]. In case of co-supervision, we recommend adding a section detailing the activities of the co-supervisor.
As a student, I will:
- Arrange and attend regular meetings with supervisor(s) to assess performance, discuss progress, assignments and research related topics, and preparation and submission of thesis, journal articles, etc.
- Arrange and attend term meetings with the supervisor to discuss course work, research, schedules for work completion, funding and all matters pertaining to support of the student’s studies, including personal matters, if necessary.
- Be up to date in matters related to deadlines, calendar, schedule, policies, regulations and registration, pertaining to academic and non-academic matters, at all university levels (department or unit, faculties (home faculty and FGSR), university).
- Develop the skills, learning approaches, and background knowledge necessary to carry out graduate work. This may include participation in department seminars, workshops and specific training, after discussion with supervisor.
- Carry out academic activities with rigor and intellectual honesty.
- Make timely progress towards completion of degree and spend the required number of hours carrying out research activities and course work (FGSR recommends a semester-by-semester study plan be set when a student begins their degree).
- Read about Intellectual Property and agree to be bound by the rules and regulations governing the ownership of IP as set out in the policy unless an alternative agreement has been made and signed off on by both student and supervisor.
- Follow and comply with all University of Regina Safety, Health and Safety policies and protocols (https://www.uregina.ca/policy/browse-policy/policy-GOV-100-005.html) in the classroom, residence, laboratory and campus at large.
As a Supervisor, I will:
- Meet with the student to discuss details of course selection, research/project and financial support as appropriate.
- Have a meeting with the student to discuss intellectual property, copyright and data sharing.
- Arrange and attend regular meetings with the student to assess performance, discuss progress, assignments and research related topics, and preparation and submission of thesis, term papers, journal articles, etc.
- Arrange and attend term meetings to discuss course work, research, schedule for work completion, funding and all matters pertaining to support of the student’s studies, including personal matters, if necessary.
- Make sure that the student’s research/project has an appropriate research question(s) and achievable goals, can be finished within the given time and aligns with the program structure.
- Provide the student with the resources (equipment, space, etc.) necessary to conduct research/work, guide the formation of the supervisory committee and the identification of the external examiner.
- Provide timely feedback that is also constructive, honest and fair on assignments, essays, reports, presentations, project, thesis drafts and other documents pertaining to the student’s graduate work (FGSR recommends returning feedback to students in 2-3 weeks).
- Inform and update the student on policies and procedures at all university levels related to all aspects of student’s graduate studies including course work, research/project development, safety, wellbeing, etc.
- Make the necessary arrangements to ensure the continuity of supervision during leaves or extended periods of absence.
- Read about Intellectual Property and agree to be bound by the rules and regulations governing the ownership of IP as set out in the policy unless an alternative agreement has been made and signed off on by both student and supervisor.
- Evaluate, assess, communicate, follow and comply with all University of Regina Safety, Health and Safety policies and protocols (https://www.uregina.ca/policy/browse-policy/policy-GOV-100-005.html) to make sure all students and personnel under my supervision in the classroom, office and laboratory are safe.
As a co-supervisor, I will (if applicable):
Services and support are provided from pre-entry through graduation to undergraduate and graduate students on- and off-campus. New and prospective students are encouraged to contact the Centre early in order to ensure that registration for services is complete prior to the beginning of classes.
Current University of Regina students with a disability can register for services at any time; however, early registration is recommended. Make an appointment today with an Accessibility Advisor in order to determine what services may be available to you.
An Accessibility Advisor will meet with you to:
- Review documentation
- Determine appropriate accommodations
- Assist in accessing funding for accessibility-related supports and services
- Provide information regarding on-campus accessibility
- Advise on the process for securing academic accommodations each semester
The Student Advocate is a professional, registered social services worker available to assist those who are experiencing difficulties. Their main areas of service are financial and academic advocacy. They are also a source of referrals or support for victims of sexual assault, those dealing with mental health Issues or those seeking personal support.
The Advocate operates in an advisory capacity and has the power to investigate, the power to recommend and the power to represent.
The Student Advocate is there for you in times of crisis, but also helps you manage issues before they become a crisis.
Fieldwork activities can expose participants to significant risks to their health, safety or well-being, and therefore, the Health, Safety & Wellness Unit has developed Travel and Fieldwork Procedures.
The Travel Authorization Form
For faculty and/or staff travelling outside of Regina, but within North America for business (conferences, seminars, meetings, etc) where students are NOT included. Prior to departure complete the Travel Authorization Request Form.
Risk Assessment
The Travel Authorization Request Form is a Financial Services document that also includes a Risk Assessment portion which pertains to all faculty, staff and sports teams. Health, Safety & Environment can assist with performing comprehensive risk assessments.
Travel and Fieldwork Risk Assessment Form (DOC)
Travel and Fieldwork Risk Assessment Form (PDF)
Safety Planning Record
Faculty, staff and/or students travelling to remote locations
If you will be travelling to remote locations, unstable countries, or performing diving operations, prior to departure please complete the Travel Authorization Request Form and submit it to Financial Services. You must also complete the Safety Planning Record which stays within your Faculty or Department.
Students conducting fieldwork or research off-campus
Complete the Student Agreement Assumption of Risk and submit it to the Registrar's Office.
Student Insurance
If you are a student travelling on fieldwork or research please check with the Student Union (URSU) to ensure you have adequate health and dental insurance.
Sports Teams
U of R Sports Teams members travelling within North America must complete The Travel Authorization Request Form and submit to Financial Services.
Travel and Fieldwork Process - to be completed prior to travel
- If you are a student conducting fieldwork or research off-campus, complete the Student Agreement Assumption of Risk and submit it to the Registrar's Office.
- If your travel requires the use of a 15-passenger van, you will need to complete the 15 Passenger Van Authorization form (PDF) and forward it to the Vice-President (Administration).
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Travel.gc.ca - if you are planning a trip outside the country, please check the Travel Reports and Warnings website for information on precautions and travel restrictions.
Travel is the movement of persons and/or equipment to locations beyond the geographic boundaries of the University of Regina.
Fieldwork collectively means any work, study, teaching or research activity occurring beyond the geographic boundaries of the University of Regina undertaken by employees or students of the University and includes travel to these locations.
Students who participate in an unpaid work-based learning program, such as a practicum or internship, are eligible for workers’ compensation. Workers’ compensation is a collective liability no-fault protection plan for workers injured or killed by a chance event.
Benefits (including long-term benefits) may include some compensation for medical expenses, lost future wages, permanent functional impairment and death.
The Workers’ Compensation Board has a memorandum with the Saskatchewan Ministry of Education and has passed a policy under authority of The Workers’ Compensation Act 2013.
Students participating in an unpaid work-based learning assignment need to fill out the Worker's Compensation Agreement form.
Selecting a Supervisor and Committee
Before you start your research or project hours (these are classes numbered 901 or 902), perhaps even before you have started your program, you will choose a supervisor (and possibly a co-supervisor). Student-supervisor relationships vary greatly. Working with your supervisor can be rewarding or challenging, formal or personal, it may be cooperative or even frustrating.
It is important to select a supervisor who you respect, and your supervisor must be someone with whom you can work with.
You, with your supervisor, will also select a graduate committee. This committee will read and judge your final thesis or project. Your committee can provide additional help and support you through your program. You can turn to your committee for advice and guidance through your program.
Detailed information on Master’s / PhD committees:
Supervisory Committee for Master's Candidates
Supervisory Committee for Doctoral Candidates
Your supervisor(s) and committee members must be accredited with the Faculty of Graduate Studies and Research.
Responsibilities of Supervisors
Your supervisor is expected to guide you through your program, help you develop and carry out your research or project, and direct you in writing your thesis.
Some students and supervisors find it useful to sign a Letter of Understanding that details responsibilities and expectations.
Change of Supervisor
The graduate student is responsible for interacting with advisors and committee members in a professional manner, and 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 a change of supervisor in accordance with the following procedure:
- the student submits the Change of Graduate Supervisor form 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 and 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:
- the new supervisor must have an accreditation level consistent with the student’s program of study.
- 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.
- 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.