1. College Membership

Membership in the College of Graduate and Postdoctoral Studies (CGPS) is held for the purposes of furthering the education of graduate students and postdoctoral fellows at the University of Saskatchewan and/or the enhancement of research, scholarly or artistic work at the institution. Members establish and approve policies governing the activities of the CGPS and its students, approve modifications to existing programs, and recommend the establishment of new programs.

Members of the Faculty of the CGPS must have an academic appointment at the University of Saskatchewan. This may be a tenured, probationary, continuing term or MD faculty appointment, or, that of an Adjunct Professor or Professor Emeritus/Emerita.

Nominations for membership shall be made by academic units in accordance with 1.1 of the Procedures and Guidelines (P&G) and approved by the Dean of CGPS. Depending on the stage of the nominee’s career, eligible nominees must also have:

For New Appointments: An individual being granted a tenured, probationary, or continuing term or MD faculty appointment to the University may be granted membership in the College at the time of his/her appointment provided the following conditions are also met.

  1. The nominee has completed the academic credential specified for tenure or appoiintment in the standards of the unit in which the appointment is made. The academic credential will be a Ph.D. or equivalent, the discipline-specific counterpart set out in the unit standards or, in exceptional cases, an alternative credential stipulated in the candidate's letter of appointment.
  2. The nominee`s appointment is to an academic unit supporting a graduate program.
  3. The nominee clearly demonstrated in the search process that s/he has the commitment and potential to participate in research and graduate training.

For Current Appointments: An individual currently holding an academic appointment at the University may be granted membership in the College provided one of the following conditions are also met.

  1. Nominee has been the supervisor of a graduate student or teacher of a graduate half-class in two of the last three years.
  2. The nominee has published or had accepted for publication at least one externally refereed article or book or exhibition of artistic work in the past three years.
  3. The nominee has substantial involvement in current research which offers resources for graduate activities.

Membership in the CGPS Faculty is for five years (July through June), renewable for as long as the member remains active in graduate and postdoctoral studies and holds the appropriate academic position.

Instructors for all graduate courses must be either faculty members of the CGPS, or approved by the Dean of the CGPS.

Roles of college members on student advisory committees

On rare occasions, individuals may be appointed to the university without holding a PhD or equivalent degree.  The eligibility of those without a doctoral degree to be appointed as members of the College of Graduate and Postdoctoral Studies and participate on graduate student advisory committees will depend on the individual’s highest degree credential and previous experience and level of involvement in research.  Table 1 defines the minimum experience and academic credentials to be eligible to participate in each of the roles on a graduate student’s advisory committee.  All appointments to the College of Graduate and Postdoctoral Studies and any limitations to involvement on graduate student advisory committees require approval by the dean of the College of Graduate and Postdoctoral Studies.  The possible roles that an appointee may hold shall be specified in the letter of appointment.

Table 1:  Minimum experience and academic credentials to be eligible to participate in each of the roles on a graduate student’s advisory committee [1]

 

UG degree

UG degree + Professional Designation

Master degree

PhD

Member of Advisory Committee

No additional experience required

No additional experience required

No additional experience required

No additional experience required

Co-supervise Master student with experienced faculty

Not eligible

No additional experience required

No additional experience required

No additional experience required

Supervise Master student

Not eligible

co-supervised at least 1 master student to successful completion

No additional experience required

No additional experience required

Co-supervise PhD student with experienced faculty

Not eligible

No additional experience required

No additional experience required

No additional experience required

Supervise PhD student

Not eligible

co-supervised at least 1 PHD student to successful completion

co-supervised at least 1 PhD student to

successful completion

No additional experience required


[1] Nominations for appointment within the CGPS must be supported by the head of the academic unit and the office of the dean of the college supporting the program.  Such nominations are at the discretion of the dean of CGPS.

1.1. Appointments Made by CGPS

All nominations for new CGPS Faculty memberships and for renewals are sent for approval to the Dean of the college in which the program is delivered. The Dean, or designate, will then forward the recommendation, bearing his/her signature, for approval to the Dean of the CGPS.

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1.1.1. Adjunct Professors

All adjunct appointees shall be members of the CGPS Faculty. Adjunct Professors shall serve without remuneration or salary from the University. 

Academic units may recommend as Adjunct Professors individuals who do not hold regular academic appointments at the University of Saskatchewan, but whose knowledge, expertise, and skills will contribute to the unit's research and teaching functions. Adjunct Professors must be currently active in research and meet the same minimum standards as those which exist for academic tenure-track positions in the academic unit.

Adjunct Professors are nominated by the academic unit in accordance with the 1.1.1 of the P&G.  Appointments are for five years (July through June), renewable, subject to mutual agreement, and ongoing eligibility.

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1.1.2. Associate Members

A faculty member or librarian with tenure, permanent status, or a probationary appointment in one academic unit or the Library, or a person holding a permanent academic or professional appointment in the University, in a teaching hospital, or in an institution federated or affiliated with the University in accordance with the University of Saskatchewan Act, may be given an associate appointment in an academic unit. The institution or academic unit in which the permanent appointment is held is referred to as the principal unit, the academic unit in which the associate membership is held is referred to as the secondary unit.

Associate Members shall meet the same standards as those which exist for academic tenure-track positions in the academic unit.  Associate Members shall serve without additional remuneration. Associate Members are nominated by the academic unit in accordance with 1.1.2 of the P&G.

Associate Members who serve as supervisors must be members of the Graduate Faculty.

Associate Member recommendations for the CGPS are first approved by the Dean, and are then forwarded to the Provost and Vice-President Academic who makes the appointment. Associate appointments are for three to five years, renewable, subject to mutual agreement.

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1.1.3. Professional Affiliates

Professional Affiliates shall not be members in the CGSR Faculty and they shall serve without additional salary from the University.

Professional Affiliates cannot be Research Supervisors, although they are eligible to serve on graduate student Advisory and Examining Committees and to give graduate courses when their qualifications are appropriate.

Academic units may recommend individuals as Professional Affiliates who are not employed as faculty members by the University, but whom they wish to have associated with their research, graduate teaching, or professional service program. Nominees are not required to meet criteria equivalent to that required for a tenured faculty position.

Professional Affiliates are nominated by the academic unit in accordance with 1.1.3 of the P&G. Appointments are normally for five years (July through June), renewable, subject to mutual agreement, and ongoing eligibility.

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1.2. Graduate Faculty

The Dean shall report at least once annually to the Graduate Faculty in a meeting called for that purpose. At a duly constituted meeting, Faculty may review actions taken by the Graduate Council at its last meeting, and, may formally decide to exercise any of the duties and responsibilities delegated to Council. The quorum for Graduate Faculty is 50 members.

The Dean shall call a meeting of the Graduate Faculty when requested to do so in writing by 50 members of the Faculty or by the Graduate Council, and such meeting shall be held no later than one month following the request.

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1.2.1. Role of the Graduate Chair

The CGPS is dependent upon academic units for information and action in the administration of graduate programs. While the academic unit Head or Dean carries the responsibilities outlined below, it is traditional and preferable that these be delegated to a Graduate Committee and/or Graduate Chair. Consequently, the position of Graduate Chair is of critical importance in ensuring the success of the program and of individual students.

The nature of the responsibilities of Graduate Chairs differs between academic units. Each Graduate Chair has a formal role and responsibilities relating to the CGPS Graduate Council, including the College’s Executive, Awards, Nominations, Academic Affairs, and Programs Committees.

These guidelines are intended to enhance the effectiveness of shared efforts in graduate admissions, program administration and the general flow of information. They indicate the areas of responsibility identified as important by the CGPS for the good management of graduate programs.

The Graduate Chair normally carries out the following:

Recruitment/Selection/Admission of Graduate Students

  1. Information - Responds to queries regarding graduate programs in that particular academic unit, prepares or assembles appropriate informational material, coordinates graduate recruitment activities.
  2. Internal Consultation - Presides over the academic unit Graduate Affairs Committee and executes the results of its discussions and decisions.
  3. Admissions - Receives all documentation needed to consider student applications for admission to the unit, consults with appropriate staff (usually involving the Graduate Affairs Committee), forwards a recommendation for admission to the CGPS when the unit has so decided, and informs the applicant about the outcome of the application. When the unit has decided negatively, documentation must be kept on file in the unit for one year, but is not forwarded to the CGPS; the decision may be challenged to the Associate Dean (Programs) or appealed to the Graduate Academic Affairs Committee. When the unit has decided positively, the unit is encouraged to so notify the applicant. A copy of the letter must be sent to the CGPS. This notification must clearly state that the unit's recommendation is to recommend admission, but the actual admission is made by the CGPS.
  4. Consults with the CGPS in all matters regarding student admissions and credentials.

Administration of Graduate Program

  1. Ensures that appropriate records for each graduate student in the unit are kept.
  2. Ensures that an Advisory Committee is named in a timely way for each graduate student.
  3. Ensures that graduate course offerings, supervisory resources, and other facilities are adequate to meet the needs of graduate programs and submits a Program of Studies.
  4. Ensures that information on student programs and progress is kept up-to-date.
  5. Ensures that Advisory Committees meet at least annually with the student, with minutes and Progress Reports are entered in PAWS.
  6. Takes appropriate action when there is reason to believe that students are not making satisfactory progress in their program.
  7. Schedules qualifying and comprehensive examinations and serves as chair of examinations.
  8. Ensures that the student has met all program requirements before requesting approval of the External Examiner for thesis defences; consults with the CGPS in scheduling oral thesis defences; submits the name of the External Examiner; and ensures that all convocation forms are submitted in a timely way to the CGPS when a student applies to graduate.
  9. Is responsible for regular review of graduate course offerings; facilitates systematic graduate program review.
  10. Ensures that CGPS policies, regulations, procedures, and deadlines are known by graduate students, faculty members, and staff.
  11. Coordinates and deals with correspondence to and from the CGPS; advises the CGPS of any particular problems or concerns.
  12. Advises the CGPS Associate Dean in matters regarding goals and objectives pertaining to the delivery of graduate programs.
  13. Coordinates development of new graduate courses and programs; arranges for the revision of courses and programs as appropriate; oversees the deletion procedures for graduate courses and programs; works collaboratively with the CGPS in the implementation of Catalogue revisions; prepares necessary documentation for Special Case graduate admissions.

Scholarships/Awards

  1. In consultation with the Graduate Affairs Committee, coordinates the submission of recommendations for University Graduate Scholarships to the CGPS Awards Committee.
  2. Coordinates submission of graduate student scholarship and fellowship applications to external funding agencies and for all other external awards, providing information, material and advice as appropriate.
  3. Administers Graduate Teaching Fellowships in collaboration with the CGPS and the academic college (see Policy 20.2.2).
  4. Graduate Chairs in academic units belonging to the Devolved Scholarship System will follow their own academic unit scholarship action plan, approved by the CGPS, as to how they are to administer their university graduate scholarship funds from the CGPS.
  5. As much as possible coordinates and provides information to students and to the CGPS on all available sources of funding; works to enhance funding sources.
  6. Ensures that graduate students who receive teaching/service assignments are properly supervised and that they and their supervisors are fully informed in advance about the nature of the assignments and CGPS/University policies and regulations which govern them; facilitates the offering of instructional development training to graduate students.
  7. Works collaboratively with the CGPS Director of Graduate Awards and Scholarships.

General Duties

  1. Facilitates and authorizes on behalf of the unit, student registration in courses and any changes in registration which conform to the student's Program of Studies.
  2. Informs students regarding the policies, requirements and regulations of the CGPS and of the unit.
  3. Ensures students receive ongoing research supervision, meet regularly with their supervisors, and the quality of supervision is adequate; investigates when there is reason to believe relations between students and supervisors are not satisfactory.
  4. Counsels individual graduate students and engages in discussions with student organizations as appropriate, ensures necessary resources, facilities and support are available to graduate students.
  5. Ensures academic unit and university policies in areas such as safety, academic integrity, sexual harassment, Intellectual Property, etc., are known by students and faculty; mediates as necessary when students, instructors, supervisors or Advisory Committees come into dispute and, if necessary, reports such occurrences to the CGPS Dean; follows through when any such matters become the subject of formal investigations or hearings.
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1.2.2. Participation in Graduate Activities by Those Who Are Not Members of the Graduate Faculty

Where qualifications warrant, employees of the University who are not members of the CGPS faculty, or non-employees of the University, may be appointed to serve on advisory committees, as Master's external examiners, or as course instructors.

Course instructors who are not members of CGPS faculty shall be approved by the Dean of the CGPS, and such permission shall be obtained in advance of any work taking place.  At minimum, a course instructor is expected to have expertise in the subject area and typically have an earned degree equivalent to that sought by the students taking the course.

In no case may a non-member of the CGPS faculty serve as sole research supervisor of a graduate student. Non-members may assist with the direction of a graduate student’s research, following approval by the Dean, by being appointed as a co-supervisor. One of the co-supervisors must be a member of CGPS.  At minimum, a non-member of CGPS faculty serving as a student’s co-supervisor is expected to have expertise relevant to the research being conducted, and typically have an earned degree equivalent to that sought by the student being co-supervised.  The same expectations apply to non-members being appointed as advisory committee members and Master’s external examiners.

The Dean of the CGPS retains the authority to reject a recommendation for a non-member’s participation based upon alternative factors not indicated above.  Further, the Dean may also allow exceptions to any of the expected criteria indicated above, after considering additional factors indicated in an appeal by the Graduate Chair, Department Head or Executive Director of the unit making the recommendation.

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