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Queen's University
 

School of Graduate Studies

Policies, Procedures and Guidelines

Academic Integrity at Queen's Graduate Studies

As mandated by Queen's University Senate as of October 2008, the School of Graduate Studies has developed policies and procedures for handling academic integrity concerns. This policy document (PDF*, 123 KB) received approval by the Senate Committee on Academic Procedures (SCAP), in May 2010. 

Academic integrity is constituted by the five core fundamental values of honesty, trust, fairness, respect and responsibility (as articulated by the Centre for Academic Integrity, Clemson University) all of which are central to the building, nurturing and sustaining of an academic community in which all members of the community will thrive.

Adherence to the values expressed through academic integrity forms a foundation for the "freedom of inquiry and exchange of ideas" essential to the intellectual life of the University (see Report on Principles and Priorities) Queen's students, faculty, administrators and staff therefore all have ethical responsibilities for supporting and upholding the fundamental values of academic integrity.

For the background to the development of this policy statement and a list of recommendations for future action, please see also "Sub-Committee on Academic Integrity -Report to the Senate Committee on Academic Development (SCAD)" (PDF*, 172KB)

On October 23, 2008 Queen's University Senate approved a new policy on "Academic Integrity Procedures -Requirements of Faculties and Schools".  The new "AI Policy" takes effect immediately and replaces the 1989 Senate Policy on "Academic Dishonesty".  The new policy (PDF*, 133 KB) can be found on the Senate Policy web page.

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Accommodating Students with Disabilities, and Accessible Customer Service

Queen's University is committed to facilitating the integration of students with disabilities into the University community. While all students must satisfy the essential requirements for courses and programs, the administration, faculty, staff, and students at Queen's are expected to provide reasonable accommodation to students with disabilities. Reasonable accommodation may require members of the University community to exercise creativity and flexibility in responding to the needs of students with disabilities while maintaining academic standards. This policy acknowledges that fundamental to the academic and personal success of students is their responsibility both to demonstrate self-reliance and to identify needs requiring accommodation. Graduate students, as our future leaders, interact extensively with other students, faculty, staff, visitors and members of the community contributing in a significant way to the Queen's mission.

The School of Graduate Studies, and all graduate departments and programs, consider the Queen's University online course in accessible customer service, developed and delivered as required under the Accessibility for Ontarians with Disabilities Act, 2006 (AODA) to be a valuable part of graduate students' professional development training. Ensuring our graduate students are sufficiently equipped to contribute towards an inclusive University culture is the right thing to do.

Therefore effective September 1, 2011 all graduate students shall be required to complete training on the Accessibility for Ontarians with Disabilities Act, 2005 (AODA), through the online course in Accessible Customer Service, as part of their graduate degree program, and prior to being approved for graduation.

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Degree and Hood Colours

Departments in the School of Graduate Studies offer programs of study leading to the following degrees:

  • Doctor of Philosophy (Ph.D.)
  • Master of Arts (M.A.)
  • Master of Art Conservation (M.A.C.)
  • Master of Education (M.Ed.)
  • Master of Industrial Relations (M.I.R.)
  • Master of Laws (LL.M.)
  • Master of Public Administration (M.P.A.)
  • Master of Science (M.Sc.)
  • Master of Applied Science ([M.A.Sc.)
  • Master of Urban and Regional Planning (M.PL.)
  • Master of Engineering (M.Eng.)
  • Master of Science in Occupational Therapy (M.Sc. [O.T.])
  • Master of Science in Physical Therapy (M.Sc. [P.T.])
  • Master of Environmental Studies (M.E.S.) 
  • Master of Public Health (M.P.H)

Some departments cooperate to offer interdisciplinary master's programs requiring study in two different but related fields. Students who wish to undertake such interdisciplinary programs may initiate arrangements through the Head of the major Department.

In addition to degree programs, individual graduate courses are available to graduates who do not intend to take a graduate degree. Further information concerning the Departments and the programs of study which they offer may be found in the chapter on them.

Please note that the School of Business administers all Master of Business Administration degrees

The Faculty of Medicine administers all postgraduate training programs which are offered by medical departments to Doctors of Medicine who wish to prepare for the fellowship examinations set by the Royal College of Physicians and Surgeons of Canada.  

Hoods

The hoods worn at Convocation for the various degrees are as follows:

  • Ph.D. -Scarlet silk, lined with gold, bordered with blue.
  • M.A. -Black, lined with scarlet silk, bordered with scarlet.
  • M.A.C. - Black, lined with red silk, bordered with gold.
  • M.Ed. -Black, lined with powder blue silk, bordered with powder blue.
  • M.I.R. -Black, oxford shape, lined with orange silk, bordered with orange.
  • LL.M. -Oxford shape, the shell of Queen's blue silk, the lining and border of white silk.
  • M.P.A. -Black, lined with honeydew silk, bordered with henna.
  • M.Sc. -Black, lined with gold silk, bordered with red.
  • M.A.Sc. -Black, lined with yellow silk, bordered with yellow.
  • M.PL. -Black, lined with pistachio green silk, bordered with flame red.
  • M.Eng. - Black, lined with yellow silk, bordered with purple (inner) and yellow (outer). 
  • M.Sc. O.T. and M.Sc. P.T.-Black, lined with pale blue silk, bordered with royal blue.
  • M.E.S.- Black, lined with gold silk, bordered with royal blue (inner) and emerald green (outer).

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Queen's-Trent Agreement - A cooperative degree program

This is an agreement with Trent University to permit suitably qualified faculty at Trent University to offer graduate courses and undertake the supervision of graduate students enrolled at Queen's University.

All graduate students in courses offered by, and/or supervised by, faculty at Trent University who are participating in this agreement will be registered at Queen's University. Initial inquiries should be directed to the School of Graduate Studies and Research Office at Queen's or the Graduate Office at Trent University.

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Additional Language Requirements

Some departments may require students, particularly those in doctoral programs, to obtain a reading knowledge of one or two languages other than English, in which there may be a significant amount of reference material related to the chosen field of graduate study. This requirement must be fulfilled to the satisfaction of the Department at least one year prior to submission of the student's thesis. A statement from the Head of the Department that the language requirement has been completed must be sent to the Registrar of the Graduate School.

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Appeals Against Academic Decisions

General: Academic problems sometimes arise because of misunderstandings that can be resolved by informal discussion. The general approach of the University is to encourage the speedy resolution of academic problems informally and through the normal administrative routes i.e., co-ordinators of graduate studies and department heads, before pursuing formal appeal processes. If you are concerned about academic problems, it is wise to first seek advice and support from your supervisor, a friend, colleague or University Grievance Advisor, whom you feel will be sympathetic and fair minded. If this informal approach to the resolution of academic problems does not lead to a resolution, then you may request that your academic appeal be heard by the Academic Appeal Board. Academic assessments, decisions or regulations may be appealed only on procedural grounds. Course marks or exam committee decisions cannot be overturned; however alternative actions (including the possibilities of further exams) may be ordered. If you appeal to the Academic Appeal Board, you should be aware that material you submit in support of your appeal will be distributed to other parties participating in the appeal. Those individuals may include the course instructor, the department's co-ordinator of graduate studies and the head of the department.

Structure of the Academic Appeal Board: For any appeal, the Appeal Board shall comprise the Chair, who is a faculty member, another faculty member and a graduate student. At least one faculty member and the graduate student shall be from the same general domain as the appellant, with the three domains comprising Humanities and Social Sciences, Life Sciences, Physical Sciences and Applied Sciences. The Chair will be appointed for a three year term. The chair, the other faculty member and the graduate student will be selected from a panel of five faculty members and five graduate students. One faculty member and one graduate student will be elected by each of the five Division Councils at an annual meeting. Faculty members will be elected for a three year term and student panel members for a one year term. Both terms are renewable.

Normal Steps in the Appeal Procedures

NOTE : The appeal procedures for a thesis examining committee decision is described below.  The appeals procedures for reviewing an allegation of academic dishonesty are described elsewhere in the General Regulations (Academic Dishonesty).

Step 1: If a student wishes to question an academic decision, other than those relating to thesis outcomes or an allegation of academic dishonesty, an appeal must first be made informally to the instructor or body whose decision is being questioned. The students must ensure that the instructor or body is aware of all the facts which the student believes should bear upon the reconsideration of the decision. This should be done within two weeks of the receipt of the decision. If the student is reluctant to approach the instructor or body personally, he or she may seek the assistance of a University Grievance Advisor to do so on his or her behalf.

Step 2: If the student is unable to resolve the problem by informal discussion, and the student is not satisfied with the outcome of Step 1, an appeal may be lodged with the department Head or Co-ordinator of Graduate Studies who will immediately inform the department Head. The Head must respond to the appeal within two weeks of receiving the appeal.

Step 3: If the student is not satisfied with the outcome of Step 2, he or she may seek the assistance of an Associate Dean of the School of Graduate Studies for a further attempt at informal resolution. The student may also proceed directly to Step 4. If the student opts for Step 3, any request to subsequently proceed to Step 4 must take place within two weeks of receiving the Head's written response in Step 2.

Step 4: If the student is still not satisfied, he or she may, within two weeks of receiving the Head's written response, ask the Registrar of the School of Graduate Studies to convene an Academic Appeal Board to hear his or her appeal. The student must submit a written statement of appeal within one week of such a request to the Registrar of the School of Graduate Studies, attaching the written decision of the Head. The Registrar of the School of Graduate Studies shall inform the Head of the department of the request for a hearing by the Academic Appeal Board and give a copy of the student's written statement to the Head.

Step 5: The Registrar of the School of Graduate Studies shall distribute the student's statement to the members of the Academic Appeal Board. Within one week of receiving this statement, the Board shall convene to review the written material. The Board shall, within two further weeks, meet with all the parties to the appeal. The student may be accompanied by a Grievance Advisor, legal representation or other support person. Under normal circumstances, it is anticipated that the appeal can be heard in its entirety at this meeting and that the Academic Appeal Board shall issue its report within a further two weeks. Each party to the appeal shall be given the opportunity to present his or her case to the Board. Although neither party is precluded from having legal counsel, such counsel is not usually desirable or necessary at this stage of the appeal procedure. The intent is to provide a fair hearing in an atmosphere of relative informality. The student should notify the Appeal Board at least one week prior to the meeting if he or she is to be legally represented. The disposition of appeals and resulting options for the student is set out in Disposition of Appeals below.

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Appeal of Thesis Examination Committee Decision

If the appeal is concerned with the decision of a thesis examination committee the appeal should be made in writing to the Dean of the School of Graduate Studies or, if the Dean was a member of the examining committee, to an Associate Dean of the School of Graduate Studies or the Chairperson of Graduate Council. The appeal should be made in writing and within two weeks of the examination. If the person appealed to is unable resolve the problem within two weeks and the student is not satisfied, he or she must within one further week submit a written request to the Registrar of the Graduate School to convene an Academic Appeal Board to hear the appeal. The appeal procedure will then continue as described in Step 5 above.

Disposition of Appeals

Upon completing its review, the Academic Appeal Board may make one or more of the following dispositions:

  1. Uphold the Appeal: If the Academic Appeal Board upholds the student's appeal, it shall refer the matter back to the Department or body concerned with specific recommendations for settlement of the appeal. The Department shall report back to the Academic Appeal Board on the resolution of the appeal. The Academic Appeal Board shall retain jurisdiction over the appeal pending receipt of a report from the Department.
  2. Deny the Appeal: If the Academic Appeal Board denies the appeal, it shall report to the parties to the appeal that no action shall be taken with respect to the appeal and dismiss the appeal. The decision of the Academic Appeal Board shall be final, unless the appeal is based on grounds of unfair procedures or allegations of bias. In this event, the student may appeal further to the Senate Grievance Board.
  3. Make Recommendations or Policy, Procedures and Principle to the Graduate Council: If the Academic Appeal Board, in hearing a case, identifies matters of policy, procedure or principle that have broad implications for the Graduate School, it should draw these to the attention of the Dean and the Graduate Council.

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Appeal of An Assigned Grade in a Graduate Course

All graduate programs/departments are required to have a procedure whereby any graduate student wishing clarification about, or who is dissatisfied with, an assigned grade in a graduate course, can appeal that grade.

Students MUST follow departmental procedures to appeal a grade in a graduate course if departmental procedures exist.

For any department with NO departmental procedure to appeal  a grade in a graduate course, a graduate student who wishes to make such an appeal shall follow these steps:

  1. Any student wishing clarification about, or who is dissatisfied with, an assigned grade in a graduate course should first discuss the matter with the course instructor, who will review the work in question. This discussion should take place within 14 days of the grades being available. If the instructor agrees to change a grade, a change of grade form shall be processed in the usual way.
  2. If the instructor confirms the original grade, and if the student is still dissatisfied, then the student should appeal to the Department Head or Graduate Coordinator in the department, stating clearly the grounds on which the grade should be raised. If the Head or Graduate Coordinator believes the grounds to be reasonable, then the Head or Graduate Coordinator should initiate a review of the grade.
  3. If the Head or Graduate Coordinator does not agree to a review of the grade, then the student has the right to formally request a review of the grade through the Dean of the School of Graduate Studies. The Dean will forward the request to the Head or Graduate Coordinator in the department, who will conduct a review of the grade.
  4. The grade determined by means of the review shall be recorded as the final official grade, irrespective of whether it is identical to, or higher or lower than, the original grade. The Head or Graduate Coordinator will inform all parties, including the Dean of the School of Graduate Studies, of the result of the review.
  5. Further appeal of an assigned grade can be made only on the basis of a specific procedural error or errors made in the departmental grade review procedures. This would be done through convening the Academic Appeal Board of the School of Graduate Studies (see Step 4 through Step 5, Appeals Against Academic Decisions).

Note: These procedures for review of an assigned grade do not apply when a failing grade (FA) has been received on courses numbered 899 (Master's Thesis) or 999 (Doctoral Thesis).  Appeal of a grade of Fail on a graduate thesis is appealed through the Appeal of Thesis Examination Committee Decision, under Appeals Against Academic Decisions.

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Comprehensive Examination Requirements

This examination, which is in addition to those set for courses, is to assess students' knowledge of their fields and scholarly qualifications for the degree. In some departments this examination is structured as a qualifyingexamination. The specific purpose and aims of the comprehensive/qualifying examination for each department are outlined in the department document concerning procedures relating to the conduct of comprehensive/qualifying examinations. All departments require doctoral students to take this examination, but not all departments require master's students to take it. Students should consult the Coordinator of Graduate Studies in their department with respect to the timing, format and evaluation process for the comprehensive examination. All departments have written documents relating to the details of this process and students entering doctoral programs of study should consult these documents in the early phases of their program so that they can plan their research schedule accordingly. If, following a review of the departmental written document concerning the comprehensive examination process, the student still has questions, they should be addressed to the Coordinator of Graduate Studies. The Comprehensive Examination Committee for the doctoral student may consist of: The Head of the Department (or delegate), Chairperson, The Supervisor and/or Committee, Other members of the Department as selected by the Head of the Department. The Examining Committee for the master's student is similarly constituted. Other members of the Department may be invited as observers. The result of the examination shall be determined by the committee and, if favourable, recorded for submission to the Dean of the School. If the result is not favourable, the committee may elect either to re-examine or to recommend through Division to the Council that the student be required to withdraw (refer to section Withdrawal on Academic Grounds).

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Coursework Requirements

General: Courses offered by graduate departments may be full course (two terms in length) or half-course (one term in length). In most cases a full course is equal to three lecture hours per week per term for 2 terms, and a half course is equal to three hours per week for 1 term. Course descriptions are given in the departmental calendar entry. Each half-course is labeled by an asterisk, e.g. MATH-912*.

The code number of each course normally consists of four letters and three digits. The letters show the alpha code of the Department and the first digit the course level. Undergraduate courses are numbered in levels 1-4, whereas graduate courses are numbered 8 and 9, e.g., course BIOL-300 is a full course offered by the Department of Biology at third year level and CHEM-843* is a half course offered by the Department of Chemistry at the graduate level.

Students must register for all courses that they plan to take in a particular session. This should be done at registration or soon after, but not later than the deadlines set out in the Sessional Dates for the academic session. Registration. Any changes in courses must be approved and recorded on an academic change form (see  Change of Registration).

Notes

  1. Prerequisite courses taken by qualifying or preparatory students cannot be credited to the main program.
  2. A graduate course that is offered jointly with an undergraduate course cannot be taken for credit by any student who previously obtained credit for the undergraduate course.
    1. Primary Courses: The courses required for a student's approved program of study are designated as primary. The number and type of courses depend upon the degree program for which the student is registered, the field of study, and the departmental requirements. Courses offered are normally graduate courses (800 and 900 series). However, some Departments may offer advanced undergraduate courses with additional work and a proviso for a higher standing to be obtained.

      In the primary courses the student must attain a minimum grade of B- (B minus)
    2. Failure of a primary course: In cases when a student does not achieve B minus in a primary course, the Head of the Department may recommend to the Faculty Graduate Council/Committee that the student:
      1. repeat the examination within one year after the original examination,

        or
      2. repeat the course,

        or
      3. take a substitute course. If approved, a student may take another course approved by the Faculty Graduate Council/Committee to allow them the opportunity to complete the degree requirements.
      If such a recommendation is not made or, if made, is not approved by the Faculty Graduate Council/Committee, any student who fails to obtain the required standing in any primary course shall be required to withdraw. Supplemental examinations are not normally offered.

      Departments may also recommend that a student be required to withdraw due to the failure of a primary course (see Withdrawal on Academic Grounds).

      The failed course and grade will not normally be removed from the transcript.
    3. Secondary Courses: Courses additional to the student's approved program are designated as secondary. These may be taken only with the permission of the Department and the instructor. In a secondary course, a standing of less than second class may be accepted; however, the mark will be entered on the student's transcript.
    4. Course Auditing: Students registered in a graduate degree program may audit graduate or undergraduate courses, provided they obtain the permission of the Department and the instructor.  Some undergraduate faculties have restrictions on what courses may be audit.  Consult the Academic Calendar of the relevant undergraduate faculty for details.
    5. Undergraduate Student Enrolment in Graduate Courses: Outstanding undergraduate students may be permitted to take graduate courses  under the following conditions: 
      1. enrolment of undergraduates in graduate courses needs the approval of the instructor and the Chair of Undergraduate Studies in their Department of concentration and the School of Graduate Studies;
      2. permission to enroll in a graduate course as part of an undergraduate program is only available to fourth year students whom the department deems outstanding (generally taken to mean first class standing);
      3. upon the recommendation of the graduate department or program to the Faculty Graduate Council/Committee, and with the agreement of the School of Graduate Studies, graduate courses taken by an undergraduate student may be applied as credit towards a subsequent graduate degree, provided that those graduate course credits have not been credited towards any other degree of any kind;
      4. registration of an undergraduate in a graduate course which is NOT part of an undergraduate program must take place through the School of GRaduate Studies.  The registration must be as a special student and meet the conditions set out in the School of Graduate Studies calendar. Fees for graduate courses taken as a special student will be assessed in addition to undergraduate fees. See Admission and Registration, Special Student.
    6. Graduate Student Enrolment in Undergraduate Courses: Students registered in the School of Graduate Studies at Queen's wo hold an undergraduate degree from Queen's may register in the Faculty of Arts and Science and enroll in Arts and Science courses as post-degree students not on a degree program if they have written permission from the School of Graduate Studies.

      Students registered in the School of Graduate Studies at Queen's who do not hold an undergraduate degree from Queen's must apply for admission to the Faculty of Arts and Science to register as post-degree students not on a degree program (ZBASC). If admitted they will need written permission from the School of Graduate Studies to register in Arts and Science courses.

      Students registered in the School of Graduate Studies at Queen's who wish to take a course(s) in the Faculty of Arts and Science as part of their registration as a graduate student must have permission of both the School of Graduate Studies and the Associate Dean (Studies) of the Faculty of Arts and Science.
    7. Queen's University Senate Policy on Transfer of Course Credits: Queen's University subscribes to the General Policy on the Transfer of Course Credits, as adopted by the Council of Ontario Universities. Acceptance of transfer credits among Ontario universities shall be based on the recognition that, while learning experiences may differ in a variety of ways, their substance may be essentially equivalent in terms of their content and rigour. Insofar as possible, acceptance of transfer should allow for the maximum recognition of previous learning experience in university-level courses.

      Subject to: i) admission, and ii) degree, grade and program requirements, any courses offered for credit by one Ontario university shall be accepted for credit by another Ontario university when there is an essential equivalency in course content.

      For further information pertaining to the policy of the transfer of courses credits for graduate students contact the School of Graduate Studies.
    8. Queen's University Senate Policy on Student Access to Final Examination Papers: Final examination question papers are normally to be made available within six months of writing to students for reference purposes. The relevant Faculty or School may grant exemptions from the policy for particular examination question papers. Final examination question papers administered through the Examinations Office that are not exempted from the policy should be released to the Library.

      DEFINITIONS

      Final examination paper: means the final examination question paper in a course and the graded answer paper written by the student which, by Senate policy, must be retained for a period of 12 months. Appeal refers to the procedure by which any student may formally appeal a final grade in accordance with the established appeal procedure (re-read procedure) of the Faculty or School offering the course.

      Access: Informal Access: Instructors may informally review the final examination paper with a student who requests it and are encouraged to do so. However access may not be granted before the final marks are released.

      Formal Access: As a part of the process of appeal, and upon request, the student will obtain access by a method determined by the Department or School. This may be either supervised access to, or a copy of, the final examination paper as well as all other material submitted by, but not returned to, the student and for which a mark has been assigned.
    9. Queen's University Senate Language Policy Statement: Normally examinations and assignments are to be submitted in English, except where council has approved an alternative practice or where a special agreement has been entered into between an instructor and a student, with the approval of the Department Head, for submission of work in a language other than English.
    10. Religious Observance and Examinations: A student who discovers that an exam scheduled by the Exams office at the same hour as a religious observance, should report the conflict to the exams office in Gordon Hall as soon as possible. Individual arrangements are made for each student.

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Research

In most graduate degree programs students must carry out research for their thesis or project as directed by the appointed supervisor. For a master's program, the research must be of high scholarly standard; for a doctoral program, it must be original and should further existing knowledge of the subject.

Selection of the subjects upon which the research and thesis will be based is made by the student in consultation with his/her supervisor or committee.

Most research should be done within the facilities of the Department and Queen's University, but in circumstances where these are inadequate or where the work must be done in the field, students may apply through the Department to the School of Graduate Studies for permission to do their research outside the university. This will be granted only if the School of Graduate Studies has assurance, in writing, from the student's supervisor/committee that:

  1. the student will be doing the research personally, as directed by the supervisor, and
  2. the supervisor/committee will have access to and knowledge of the field operation, outside laboratory, or library to direct the student.

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Residency

To become fully involved in a field of study and to be satisfactorily in contact with members of the Department and students in the field, it is necessary to be studying on a full-time basis and be full-time on-campus for some part of the degree program. While the Graduate School has no formal requirements for length of residence, departments may impose such requirement, when approved by Division, if they are appropriate to the program. Full-time off-campus registration must still be approved as specified in Section Full -Time. Students admitted to a degree program on a part-time basis are responsible for maintaining close contact with faculty members and students in their field of study. They will normally be expected to take at least one, one-term course in two of the three terms per year in every year until the course requirements have been met.

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Intellectual Property, Research and Patents

Intellectual property is defined as any result of intellectual or artistic activity that can be owned by a person. Specifically, this includes inventions, publications, computer software, works of art, industrial and artistic designs, as well as other creations that can be protected under patent, copyright, or trademark laws.

Members of the University include members of faculty, staff and student body, while employed by, affiliated with, or registered at Queen's University.

With respect to intellectual property, graduate students are governed by the policies outlined in the Senate document on intellectual property.

Graduate Students are encouraged to refer to sections 4.4 and 4.5 of the Roles and Responsibilities in Graduate Studies: A Guide for additional information. In addition, the staff at PARTEQ Research and Development Innovation, located on Queen's campus, are available to provide advice on the protection and commercialization of intellectual property.

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Thesis

General

Students in the final stages of completing their graduate degree should refer to the Degree Completion section

The thesis is a major requirement of most programs and must be expressed in a satisfactory literary form consistent with the discipline concerned and display a scholarly approach to the subject and a thorough knowledge of it.

The thesis must be defended in an oral thesis examination. Parts of the thesis may be prepared in a form suitable for separate publication, but overall it must comprise a coherent account of a unified research project rather than a collection of loosely connected studies. Publication or acceptance for publication of research results prior to presentation of the thesis in no way supersedes the University's judgment of the work at a thesis defence. A critical review of previous work related to the subject and a concluding summation of the contribution made in the thesis to scholarship in the chosen field must be included in the thesis.

The master's thesis should demonstrate that the candidate is capable of original and independent work; that of a doctoral student must be original and be of such value as to merit publication.

Further guidance on the specific requirements of the Department with respect to the thesis may be obtained from the student's supervisor. Many departments require their students to submit a thesis proposal for approval before the student begins work on it. A student engaged in research for a thesis must register it as a course, Master's Thesis 899 or Doctoral Thesis 999.

All graduate students working on a thesis must register for each term until they have completed the requirements for their degree program. Please note that requirements are considered complete when one electronic copy of the thesis, in PDF format revised as recommended by the Thesis Examining Committee and finally approved by the supervisor/committee, is submitted to the School of Graduate Studies, via the online "E-thesis" submission process.

Exceptions to submission of an electronic copy of the thesis will be made by the School of Graduate Studies on a case-by-case basis. If it is decided that no electronic copy can be submitted, at least one paper copy revised as recommended by the Thesis Examining Committee and finally approved by the supervisor/committee must be submitted to the School of Graduate Studies in fulfillment of degree requirements.

At the time of submission for completion of degree requirements the student may also submit up to two unbound paper copies of the thesis. The paper copy or copies will be bound by the School of Graduate Studies. The bound copy or copies will be returned to the student and to the thesis supervisor.

Thesis Format

The thesis must conform to one of the two formats described in the information sheets, General Forms of Theses (PDF*, 167 KB), which may be obtained from the website of the School of Graduate Studies.

Membership of all Thesis Examining Committees

Normally, with the exception of the "external" examiner on a doctoral candidate's thesis examining committee (see below), thesis examining committees shall comprise Queen's University faculty who are members of the School of Graduate Studies. The online calendar of the School of Graduate Studies contains the most up to date listing of faculty members of the School. The appointment of thesis examining committee members who are NOT members of the School must be approved in advance by the Dean of the School of Graduate Studies.

Visitors at the Oral Thesis Examination

At the oral thesis examination, other members of the academic staff may attend but may question the candidate only at the discretion of the Chair. Only the members of the committee may be present during the preliminary and post-examination sessions. Visitors outside of the Examining Committee may attend the thesis examination with the permission of the candidate, the Head/Director of Department/School and the Chair of the Examining Committee.

Outcome Categories of the Oral Thesis Examination

At the thesis examination the examining committee will reach one of the three decisions listed below and record it on the "Thesis Examination Results Form":

  1. Passed
    A thesis is passed if it is acceptable in its present form or pending minor revisions. A thesis may be passed if no substantive changes are required. Changes in the form of corrections to include typographical or grammatical errors, minor modifications to the thesis, editorial revisions or the like, may be recommended with a thesis classified as passed. The Chair should indicate clearly whether or not some changes are required before final acceptance of the thesis by the School of Graduate Studies. A list of the required revisions must be provided by the Chair to the student and the supervisor and the completion of the revisions must be certified to the School of Graduate Studies by the thesis supervisor or other designated person.
  2. Referred
    A thesis is referred if it is not acceptable in its present form, but could be acceptable pending major revisions. A thesis will be referred if it requires substantive changes such as rewriting a chapter, reinterpretation of data, corrections to calculations or additional research in order to attain acceptable standards of coherence and integrity in argument and presentation. The Chair, in consultation with the committee, may decide to reconvene the examining committee and hold another oral exam.

    The examining committee may also use the referred category if it determines that the oral examination itself, either separate from or in conjunction with the written thesis, is unsatisfactory. In such cases, a second oral examination must be held, and the committee must then return a decision of either "pass" or "failed".

    In all cases of referral, the nature of the revisions and/or additional work, and/or the holding of a second oral examination, must be specified in writing by the Chair to avoid dispute or ambiguity. When outlining the revisions and/or additional work required, the Chair must be as specific as possible. These comments will be passed on to the candidate by the School of Graduate Studies as conditions to be met for the thesis to be passed.

    Any outlined revisions must be certified by the Chair or delegate as having been completed satisfactorily. Usually, this certification is delegated to at least two members of the Committee. In all cases of referral, the examining committee remains in being until it has agreed that the thesis is either passed or failed.

    Notes on the "referred" category
    1. If the committee returns two or more votes for referral it may hold another examination after the candidate has carried out further research and/or rewritten the thesis, but normally not more than one year later.
    2.  Candidates have up to twelve months to complete revisions to their thesis but should be encouraged to do so as soon as possible. In cases where the thesis has to be re-submitted to the examining committee, and/or a second oral examination has to be held, this has to be done no later than twelve months from the date of the first oral examination.
    3.  A thesis that has been defended by oral examination can be submitted once more only in revised form. A candidate whose thesis does not satisfy the examining committee on the second submission will be failed (see Withdrawal on Academic Grounds).
  3. Failed
    A thesis is failed if it is unacceptable to the discipline even with substantive revisions. If the committee returns two or more votes showing failure, the committee will advise that the student be required to withdraw on academic grounds. The student will be notified of the result immediately by the Chair of the committee and the decision confirmed in writing by the School of Graduate Studies.

Completion of Degree Requirements After the Oral Thesis Examination

The School of Graduate Studies will notify the candidate of the successful completion of the degree requirements only after submission to the School by the candidate, of one electronic copy of the thesis, in PDF format, revised as recommended by the Thesis Examining Committee and finally approved by the supervisor/committee. Submission of the electronic copy is done via the "E-thesis" process. Exceptions to submission of an electronic copy of the thesis will be made by the School of Graduate Studies on a case-by-case basis. If it is decided that no electronic copy can be submitted, at least one paper copy revised as recommended by the Thesis Examining Committee and finally approved by the supervisor/committee must be submitted to the School of Graduate Studies in fulfillment of degree requirements. Tuition fees will be charged up to and including the month of receipt of the final approved copy of the thesis.

Archiving / Binding of Theses

Archival copy of thesis:The electronic copy of the final approved thesis copy submitted to the School will ultimately become the archival copy, to be placed in the archives of Theses Canada, National Library of Canada, and Queen's University archives. All format and pagination requirements must be met before the School of Graduate Studies accept the thesis in fulfillment of degree requirements.

Paper copies of thesis: At the time of submission for completion of degree requirements, the student may also submit up to two unbound paper copies of the thesis. The paper copy or copies will be bound by the School of Graduate Studies. The bound copy or copies will be returned to the student and to the thesis supervisor. Paper copies submitted for binding must be presented in order of pagination in separate envelopes.

Circulation of Theses

Any graduate student registering in a degree program at Queen's University involving research is advised that as a condition of being awarded the degree the recipient will be required to grant a license of partial copyright to the University and to the National Library of Canada for any thesis submitted as part of the degree program. As soon as the thesis has been accepted in fulfillment of degree requirements by the School of Graduate Studies, the thesis is also automatically placed in Queen's University digital repository, QSpace (unless a restriction has been requested; see below). QSpace is the Queen's University Research and Learning Repository. Materials deposited in Qspace are instantly and permanently accessible worldwide through the Internet.

Notes

  1. This makes the thesis available for further research only. Publication for commercial purposes remains the sole right of the author.
  2. If the thesis is restricted, this is to be indicated at the time of submission of the thesis to QSpace
  3. If the thesis is restricted, this is to be stated with the abstract when submitted. The terms and conditions of the university's licence agreements are available online as part of the "E-thesis" submission process. The student's signature is collected online. The university's licence agreement form, and all other required forms, are also available from the website of the School of Graduate Studies. Students who wish to obtain legal advice concerning their subsequent rights are advised to do so prior to signing the agreements. Signing of the licence agreements is normally done after the content of the thesis has been delineated and the importance of copyright and/or patents is fully understood.

Restriction of Thesis

    If, at the time of submitting the thesis for completion of degree requirements, the student elects to protect any rights to commercial publication, or to obtain a patent which may arise from the research, or as a result of any contract made with a third party, or for any other reason, the student must indicate that the thesis is to be restricted as part of the submission process on QSpace. This will restrict the archival copy of the thesis from placement in QSpace, Library and Archives Canada, and Proquest, and will restrict copies of the thesis submitted to the School of Graduate Studies from binding, microfilming or deposit in any library.
         

     

NOTES

  1. The author’s name, thesis title and thesis abstract (also known as the thesis metadata) shall be available for all restricted theses through the usual online databases throughout the duration of the restriction. Under extraordinary circumstances, a student may contact the Dean of the School of Graduate Studies to request restriction of the metadata information for the duration of the thesis restriction.
  2.  It is recognized that the student has the right to withhold the thesis by deferring the thesis examination

Ph.D. Candidates

  1. Scheduling of the oral thesis examination: In preparation for the thesis examination, the Ph.D. candidate must submit one copy of the thesis to the School of Graduate Studies and one copy of the thesis to each member of the Thesis Examining Committee, including the Chair of the Committee (normally six for a doctoral program), not later than five weeks (twenty-five working days) before the tentative examination date. The copy submitted to the School must be submitted electronically in PDF format. The copy of the thesis submitted to the School must be accompanied by the form Ph.D. Oral Thesis Examination, duly completed with all details given, and signed by the supervisor(s) and Head of the Department (or delegate). The submission of this form follows the same deadlines as the distribution of the thesis copies, which is not later than five weeks (twenty-five working days) before the tentative examination date.
  2. Membership and Convening of Thesis Examining Committees:

    Thesis Examining Committees for all doctoral degree candidates include:
    • Dean of the Graduate School (or delegate) - Chair
    • Head of the Department (or delegate)
    • Supervisor
    • At least one other member of the Department
    • At least one faculty member from Queen's University from another Department
    • An examiner from outside Queen's University

    Ph.D. candidates' Thesis Examining Committee members are nominated by the Head of the Department and the student's supervisor. The authority for confirming membership of the committee and for confirming the date of the examination lies with the Dean of the School of Graduate Studies. Confirmation of these arrangements must be made, in writing, by the School of Graduate Studies to the members of the Thesis Examining Committee and to the student.

  3. Examiner's reports: The thesis electronic report forms are forwarded from the School of Graduate Studies to the members of the Thesis Examining Committee. The thesis reports must be submitted, in confidence, to the Chair of the Examining Committee at the School of Graduate Studies no later than one week or five working days before the tentative examination date. Each member of the Thesis Examining Committee, in making out the report, should indicate whether the candidate should be permitted to defend the thesis, and should substantiate any criticism with specific references.

  4. Negative reports: If any two of the examiners' reports recommend that the thesis oral not proceed, the candidate, the supervisor and the Head of Department should be consulted by the Chair of the Examining Committee to see if they wish to proceed with the oral defence. The onus is on the candidate to make the decision to proceed or not. If the candidate agrees that the oral be postponed, the Chair must convey to the candidate, through the supervisor, the nature of the revisions to the thesis that are advised, and the candidate has the right to present the revised thesis at a later date. At the subsequent submission of the thesis, the oral defence must be held.

Master's Candidates

  1. Scheduling of the oral thesis examination: Regulations concerning deadlines and all procedures for the convening of Thesis Examining Committees for all Master's degree candidates were established by the Divisions of the School of Graduate Studies and fall under the jurisdiction of the faculty-based Graduate Councils. Students must consult with their home department to determine the administrative procedures they are to follow and the deadlines that must be met.These deadlines and procedures will be strictly enforced by the department.
  2. Membership of Thesis Examining Committees: Rules on the membership of Thesis Examining Committees for all Master's degree candidates were established by the Divisions of the School of Graduate Studies and fall under the jurisdiction of the faculty-based Graduate Councils. Students must consult with their home department to determine the administrative procedures they are to follow. These rules will be strictly enforced by the department.
  3. Examiner's reports: It is the responsibility of the student's home department to inform members of the examining committee of their procedures and deadlines for any pre-examination reports for Master's oral thesis examinations. These deadlines and procedures will be strictly enforced by the department.
  4. Negative reports: If any two of the examiners' reports recommend that the Master's oral thesis examination not proceed, the candidate, the supervisor and the Head of Department should be consulted by the Chairperson of the Examining Committee to see if they wish to proceed with the oral defence. The School of Graduate Studies should be immediately notified whenever two or more examiners recommend that the thesis oral not proceed, and should be informed of the status of the scheduled oral thesis examination. The onus is on the candidate to make the decision to proceed or not. If the candidate agrees that the oral be postponed, the Chairperson must convey to the candidate, through the supervisor, the nature of the revisions to the thesis that are advised, and the candidate has the right to present the revised thesis at a later date. The School of Graduate Studies should be notified that an oral thesis examination has been postponed due to the submission of two negative reports. At the subsequent submission of the thesis, the oral defence must be held.
  5. Certification of outcome of Masters' Oral Thesis Examination:The student's home department is responsible for submitting to the School of Graduate Studies the "Thesis Examination Results Form" duly signed at the time of the oral examination by the members of the examining committee, and clearly denoting the outcome category of the thesis (see above) and revisions required to prior to final submission for degree completion. This form must also denote the person or persons responsible for certifying to the School of Graduate Studies that all revisions have been completed. This task is normally carried out by the supervisor but could be designated to the supervisor and/or other members of the committee, in some cases.

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Withdrawal on Academic Grounds

Any academic decision can be appealed by the student under the SGS General Regulation Appeals Against Academic Decisions. This regulation (Withdrawal on Academic Grounds) does not apply to the appeal of an academic decision but rather outlines the procedures whereby a graduate department or program recommends that a student be required to withdraw on academic grounds, and the procedures and responsibilities for deciding on the outcome of this recommendation. Note that a recommendation under a., b., or c. below, may be appealed by the student under the SGS General Regulation Appeals Against Academic Decisions.

Some Graduate Department/Programs have separate procedures to be followed that would be enacted prior to making a recommendation under the procedures below.

Prior to making a recommendation under the procedures below, the faculty member(s), and/or Graduate Coordinator and/or Graduate Department/Program Head, and/or in the case of non-departmentalized faculties or schools, the Associate Dean responsible for the graduate program, shall meet with the student to discuss their academic situation, the possible recommendation of withdrawal, and the grounds for the recommendation. The student may invite a representative to the meeting. If the student intends to be accompanied by legal counsel, he or she must provide at least 48 hours notice to the department/program/faculty attendees who reserves the right to reschedule the meeting if notice is not given. If the student does not wish to attend the meeting, the student can submit a written statement. If the student does not respond to an invitation to attend the meeting, or does not make a written statement, the process will continue without the student’s input.

The student shall be informed in writing when the Graduate Department/Program shall be making a recommendation of withdrawal to the Faculty Graduate Council, or, in the case of non-departmentalized faculties or schools, to the School of Graduate Studies, and shall be informed of the grounds for the recommendation.

Unsatisfactory academic performance by the student may lead to a recommendation that the student be required to withdraw. There are several circumstances that may lead to this recommendation and, as these differ in certain important respects, the procedures of appeal and review differ. The situations are dealt with separately in the following sections.

a. Withdrawal due to Failure of a Primary Course: In cases when a student does not achieve B_ in a primary course, for graduate programs in the departmentalized faculties, the Head or Graduate Coordinator of the Graduate Department/Program may recommend to the Chair of the Faculty Graduate Council that the student:

   i. repeat the examination (or equivalent) within one year after the  original examination (or equivalent), or

   ii. repeat the course, or

   iii. take a substitute course.

These regulations are also outlined in the SGS General Regulation, Course Work Requirements.

The student and Graduate Department/Program shall be informed of the decision of the Chair of the Faculty Graduate Council in writing by the School of Graduate Studies.

If recommendation i., ii. or iii. is not made or, if made, is not approved by the Chair of the Faculty Graduate Council, any student who fails to obtain the required standing in any primary course shall be required to withdraw. For graduate programs in the departmentalized faculties, the Head or Graduate Coordinator of the Graduate Department/Program shall recommend to the Chair of the Faculty Graduate Council that the student be required to withdraw due to failure of a primary course or courses.

The Faculty Graduate Council, or its duly empowered Chair or Associate Chair, shall examine the case to see that proper procedures were followed, and if this is ascertained, the Chair of the Faculty Graduate Council shall notify the School of Graduate Studies, who shall inform the student in writing of the Graduate Department/Program's recommendation and the confirmation of the recommendation by the Faculty Graduate Council. This letter will also inform the student of the relevant appeal procedure under SGS General Regulation Appeals Against Academic Decisions and will inform the student of the academic services provided by the Coordinator of Dispute Resolution Mechanisms and the Society of Graduate and Professional Students’ Student Advisors.

Review of the Graduate Department/Program recommendation by the Faculty Graduate Council or its duly empowered Chair or Associate Chair, is limited to procedural matters and any extenuating circumstances only and does not entail assessing the academic decision itself.

If the case is evidently straightforward, it may be approved by the Chair/Associate Chair of the Faculty Graduate Council and then must be submitted for approval and action to School of Graduate Studies, and also reported back to Faculty Graduate Council.  Otherwise, the Graduate Department/Program recommendation will be placed on the agenda for decision by Faculty Graduate Council at its next meeting.

If the Graduate Department/Program recommendation is taken to a meeting of the Faculty Graduate Council, the Chair of the Faculty Graduate Council shall inform the student that he or she may attend the meeting, with or without a representative or advisor, and that he or she is entitled to present the case. If the student intends to be accompanied by legal counsel, he or she must provide at least 48 hours notice to the Chair of the Faculty Graduate Council who reserves the right to reschedule the discussion of the matter to another meeting of the Faculty Graduate Council, if notice is not given. If the student does not wish to attend the meeting of the Faculty Graduate Council, the student can submit a written response to the recommendation, for circulation to the Council and for discussion by the Council at the meeting. If the student does not respond to an invitation to attend the meeting, or does not make a written submission, the process will continue without the student’s input.

All such Faculty Graduate Council decisions are subject to appeal, under the SGS General Regulation Appeals Against Academic Decisions. It is the responsibility of the Chair or Associate Chair of Faculty Graduate Council to represent Council and explain the decision to the SGS Academic Appeal Board, if/as required.

In the case of non-departmentalized faculties or schools, if recommendation i., ii., or iii. is not made to the School of Graduate Studies, the Associate Dean responsible for the graduate program shall recommend to the Graduate Committee that the student be required to withdraw from the program, and the Committee shall decide whether to accept this recommendation or not. The student shall be given fair notice in writing of the recommendation and the grounds upon which it is made. The student may attend the meeting at which the Graduate Committee considers the recommendation, alone or with a representative or advisor if he or she wishes, and has a right to present the case. If the student intends to be accompanied by legal counsel, he or she must provide at least 48 hours notice to the Associate Dean responsible for the graduate program, who reserves the right to reschedule the discussion of the matter to another meeting of the Graduate Committee if notice is not given. If the student does not wish to attend the meeting, the student can submit a written response to the recommendation, for circulation to the Committee and for discussion by the Committee at the meeting. If the student does not respond to an invitation to attend the meeting, or does not make a written submission, the process will continue without the student’s input.

Review of the recommendation by the Graduate Committee is limited to procedural matters and any extenuating circumstances and does not entail an assessment of the academic decision itself.

If the Graduate Committee approves the recommendation of the Associate Dean, it shall report the case to the SGS, which shall inform the student of the Graduate Committee’s decision.

All such Graduate Committee decisions are subject to appeal, under the SGS General Regulation Appeals Against Academic Decisions. It is the responsibility of the Chair of the Graduate Committee to represent the Committee and explain the decision to the SGS Academic Appeal Board, if/as required.

b. Withdrawal due to Failure of the Thesis by an Examining Committee: The properly constituted Examining Committee of a thesis establishes the academic decision concerning the thesis and its defence. It, therefore, holds the same position with respect to the thesis as the instructor holds in relation to the marking of an examination or other test in a primary course. The academic decision of the Committee cannot be overturned. If the Examining Committee has decided to refer the decision pending major revision, it may:

   i. recommend revision of the thesis, or

   ii. recommend additional research and revision of the thesis.

If the Examination Committee makes one of the above decisions, the Committee is not discharged and must examine the thesis as next submitted. The holding of a second oral defence is at the discretion of the Committee.

The second submission of a thesis that was referred pending major revision requires a final decision of pass or fail by the Examining Committee. If the Examining Committee considers the student to have failed based on the written and oral defence, the Examining Committee will recommend withdrawal from the program.

Appeal of a decision of Fail on a graduate thesis is through the SGS General Regulation Appeals Against Academic Decisions, Appeal of Thesis Examination Committee Decision.

NOTE: "Thesis” refers to the substantive, terminal research document of any research Master’s degree, currently represented by the course number 899, or to the Doctoral Dissertation, the substantive, terminal research document of all Doctoral degrees, currently represented by the course number 999. The appeal of the grade of any Master’s Essay, Report, or Project currently represented by the course number 898, falls under the SGS General Regulation Appeal of an Assigned Grade in a Graduate Course.

c. Withdrawal on General Academic Grounds: In addition to circumstances outlined in sections a. and b., there are other academic circumstances that could lead to a recommendation that the student be required to withdraw. To cite several examples: in the judgment of the supervisor or a supervisory committee the student may be making unsatisfactory progress in research; the student may have failed the comprehensive examination; there may have been marginal performance in seminars; preliminary drafts of chapters of the thesis may reveal an unsatisfactory standard of scholarship; or in the judgment of the supervisor or a supervisory committee or other Graduate Department/Program academic committee, the student's overall academic performance in coursework is not acceptable. For such cases and for graduate programs in the departmentalized faculties, the Graduate Department/Program shall recommend withdrawal to the Chair of the Faculty Graduate Council and shall inform the student in writing that such a recommendation is being made and the grounds for this recommendation.

The Graduate Department/Program recommendation shall be taken to a meeting of the Faculty Graduate Council. The Chair of the Faculty Graduate Council shall inform the student that he or she may attend the meeting, with or without a representative, and that he or she is entitled to present the case. If the student intends to be accompanied by legal counsel, he or she must provide at least 48 hours notice to the Chair of the Faculty Graduate Council, who reserves the right to reschedule the discussion of the matter to another meeting of the Faculty Graduate Council, if notice is not given. If the student does not wish to attend the meeting of the Faculty Graduate Council, the student can submit a written response to the recommendation, for circulation to the Council/ Committee and for discussion by the Council at the meeting. If the student does not respond to an invitation to attend the meeting, or does not make a written submission, the process will continue without the student’s input.

Review of the Graduate Department/Program recommendation by the Faculty Graduate Council is limited to procedural matters and any extenuating circumstances and does not entail an assessment of the academic decision itself.

If the Faculty Graduate Council approves the recommendation of the Graduate Department/Program, the Chair of the Faculty Graduate Council shall report the case to the Dean of the School of Graduate Studies who shall notify the student in writing of the recommendation by the Faculty Graduate Council. This letter will also inform the student of the relevant appeal procedure under SGS General Regulation Appeals Against Academic Decisionsand will inform the student of the academic services provided by the Coordinator of Dispute Resolution Mechanisms and the Society of Graduate and Professional Students’ Student Advisors.

All such Faculty Graduate Council decisions are subject to appeal, under the SGS General Regulation Appeals Against Academic Decisions. It is the responsibility of the Chair or Associate Chair of Faculty Graduate Council to represent Council and explain the decision to the SGS Academic Appeal Board, if/as required.

In the case of non-departmentalized faculties or schools, in the case of withdrawal on general academic grounds, the Associate Dean responsible for the graduate program shall recommend to the Graduate Committee that the student be required to withdraw from the program, and the Committee shall decide whether to accept this recommendation or not. The student shall be given fair notice in writing of the recommendation and the grounds upon which it is made. The student may attend the meeting at which the Graduate Committee considers the recommendation, alone or with a representative or advisor if he or she wishes and has the right to present the case. If the student intends to be accompanied by legal counsel, he or she must provide at least 48 hours notice to the Associate Dean responsible for the graduate program, who reserves the right to reschedule the discussion of the matter to another meeting of the Graduate Committee if notice is not given. If the student does not wish to attend the meeting, the student can submit a written response to the recommendation, for circulation to the Committee and for discussion by the Committee at the meeting. If the student does not respond to an invitation to attend the meeting, or does not make a written submission, the process will continue without the student’s input.

Review of the recommendation by the Graduate Committee is limited to procedural matters and any extenuating circumstances and does not entail an assessment of the academic decision itself.

If the Graduate Committee approves the recommendation of the Associate Dean, it shall report the case to the SGS, which shall inform the student of the Graduate Committee’s decision.

All such Graduate Committee decisions are subject to appeal, under the SGS General Regulation Appeals Against Academic Decisions. It is the responsibility of the Chair of the Graduate Committee to represent the Committee and explain the decision to the SGS Academic Appeal Board, if/as required.


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Structure of Graduate Degree programs

A student's program of study is based on a set of requirements laid down for the degree by the Council of the Graduate School. The basic patterns of requirements for master's and doctoral degrees are:

  • Program Pattern I Advanced courses plus research and thesis

Other Patterns for Master's Degrees For Master's degrees only, some departments offer alternative patterns of program requirements:

  • Program Pattern II Advanced courses plus project and report, or plus master's essay(s).
  • Program Pattern III Advanced coursework. A master's degree taken according to one of the alternative patterns represents an equivalent standard of academic achievement to that of the same degree taken according to Pattern I.

The program of study depends on the student's academic background, field of study, and the departmental requirements for the degree. It is drawn up by the student's supervisor and submitted to the Division for approval according to its procedures.

The program is then entered into the student's record. This should be done early in the initial term of registration. Once a student's field of study has been determined, a supervisor or supervisory committee with expertise in that field is appointed by the Head of the Department or the departmental committee on graduate studies.

The Division is notified of this appointment for entry into the student's record.

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Completion of Programs

Graduate students are considered to have completed all requirements for the degree when all academic requirements have been met, and when all due fees have been paid.

Specifically, for thesis or research students (all Doctoral students, and those Master's students registered in 899), a student is considered complete when one electronic copy of the thesis, in PDF format revised as recommended by the Thesis Examining Committee and finally approved by the supervisor/committee, is submitted to the School of Graduate Studies. 
 
Exceptions to submission of an electronic copy of the thesis will be made by the School of Graduate Studies on a case-by-case basis. If it is decided that no electronic copy can be submitted, at least one paper copy revised as recommended by the Thesis Examining Committee and finally approved by the supervisor/committee must be submitted to the School of Graduate Studies in fulfillment of degree requirements. 
 
At the time of submission for completion of degree requirements the student may also submit up to two unbound paper copies of the thesis.  The paper copy or copies will be bound by the School of Graduate Studies.  The bound copy or copies will be returned to the student and to the thesis supervisor.
 
Tuition fees will be charged up to the date of receipt of the final approved copy of the thesis. 
 
All courses taken by the student must appear with a mark on the student's academic record (transcript), along with all other requirements pertinent to the degree (language, comprehensive examination, etc.). Normally, the transcript notes the completion of these other requirements upon submission of the thesis for examination.

For non-research Masters students (those completing a Master's degree through course work, project, essay or report routes), a student is considered complete upon submission by the Department to the School of the Master's Program Completion form.

This form details the student's program of study, the marks received, and the examination and acceptance of a project, essay or report, if required. The form is signed by the Head of the Department (or delegate).

All courses taken by the student must also appear with a mark on the student's academic record (transcript), along with all other requirements pertinent to the degree. A student who completes a program in the middle of a term is normally eligible for a partial refund in fees. See the Fees section of the General Regulations, under Refund of Fees.

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Extension of Time Limits

Extensions of the prescribed time limits for completion of a degree program may be granted for good reason to students whose academic record is otherwise satisfactory and demonstrates substantial progress towards fulfilling program requirements. A Time Limit Extension Request form must be completed by the student in consultation with the supervisor and submitted to the Graduate Coordinator of the Department. If the Department supports the request, it must then be referred to the School of Graduate Studies for approval.

Requests for a second or subsequent extension must be made on the same form but must be supported by a written explanation from the supervisor giving a detailed assessment of the student's progress and plans for timely completion of the outstanding program requirements.

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Requirements for Degree Programs - Master's students

The requirements for the master's program, as set out by the Department, must be completed satisfactorily within five years of initial registration in the program.

Master's students registering in a full-time program must pay full-time fees for the duration of their program. The only exceptions are in course-only Master's programs when the student completes all requirements for graduation in two terms and when personal family or health circumstances prevent continuation as a full-time student.

There are master's programs that are designed to be part-time programs. They are in Education and Policy Studies. The requirements and variations in admission standards are described in detail in the calendar prescriptions of these departments.

Departments may recommend acceptance of students specifically as part-time students throughout their program. Before acceptance, the Department will provide to the School of Graduate Studies a detailed program of study proposal for each student lasting for not less than six terms of active study. The part-time student will normally register for no more than one half course, or its equivalent, per term.

In cases where a student, seeking initial acceptance into a master's program as a part-time student, intends to complete the program with a registration pattern including one or more subsequent terms of full-time registration, the Department must, before acceptance, provide a detailed program proposal for approval of the School of Graduate Studies.

For information on transfers from full-time to part-time status see section Transfers from Full-Time to Part-time Status.

Master's Degrees Patterns (for all departments except those in Engineering and Applied Science):

PATTERN I

  1. Courses: Two session-length or four term-length graduate courses. Selection of courses is subject to departmental approval. The student must obtain satisfactory standings in the courses (see Course Work Requirements).
  2. Research and Thesis: The student must prepare a satisfactory thesis and successfully defend it (see Sections Research and Thesis).

Note: In some departments the make-up of a program may differ from the above (e.g. more coursework and a shorter thesis).

PATTERN II

  1. Courses: Four session-length or eight term-length graduate courses. Selection of courses is subject to departmental approval. The student must obtain satisfactory standings in the courses (see Course Work Requirements).
  2. Project or Essay: A project with report or a master's essay prepared under direction. In either case, the work may be submitted to an examining committee for approval. In some departments the student may be required to defend the report before an examining board.

PATTERN III

  1. Courses: A minimum of four session-length or eight term-length graduate courses. Some Master's programs require more than four session length or eight term length graduate courses.   Selection of courses is subject to departmental approval. The student must obtain satisfactory standings in the courses (see Course Work Requirements).
  2. Other requirements (if any): Some departments have requirements in addition to courses, as outlined by the Department.

Master's Degrees Patterns for all departments in Engineering and Applied Science:

  1. Research Master's Degree -M.A.Sc. (Master of Applied Science):
    1. Courses: A minimum of four term-length graduate courses (or approved equivalent). Some departments require more than four term- length graduate courses (or approved equivalent) to complete this pattern. Selection of courses is subject to departmental, and in some instances, Graduate School, approval. The student must obtain satisfactory standings in the courses (see Ccourse Work Requirements).
    2. Research and Thesis: The student must prepare a satisfactory thesis and successfully defend it (see Sections Research and Thesis).
    3. Other requirements (if any): Some departments have additional requirements, as outlined by the Departments.
    Note: Students who choose the Research Master's Degree pattern in the departments in Engineering and Applied Science,  enrol in and receive the degree of Master of Applied Science M.A. Sc.
  2. Coursework Master's Degree (M.Eng.): 
    1. Courses: A minimum of eight term-length graduate courses (or approved equivalent). Some departments require more than eight term-length graduate courses (or approved equivalent) to complete this pattern. Selection of courses is subject to departmental, and in some instances, Graduate School, approval. The student must obtain satisfactory standings in the courses (see Course Work Requirements).
    2. Project: A project prepared under direction. In some departments the student may be required to defend the project before an examining board. 

      In some departments the make-up of a program may differ from a + b above (e.g. 9 term courses and no project).
    3. Other requirements (if any): Some departments have additional requirements, as outlined by the Departments.
    Note: Students who choose the Coursework Master's Degree pattern in the departments in Engineering and Applied Science, enrol in and receive the degree of Master of Engineering (M.Eng.).

    Not all departments offer the Coursework Master's Degree pattern.

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Requirements for Degree Programs - Doctoral Degree Programs

The requirements of doctoral programs, as set out by the Departments, must be completed satisfactorily within seven years of initial registration in the program.

Departments offer only one pattern of study for the doctoral degree in which research is the major requirement.

The requirements of doctoral programs are:

  1. Courses The number of courses prescribed depends on the student's background in relation to the chosen field of study and on the departmental requirements. (See Section Course Work Requirements.)
  2. Research and Thesis The research and thesis will normally take up at least two-thirds of the student's full-time study requirement. The student must pursue original academic concepts in the field of study and be able to defend the subsequent presentation of them in the thesis. (See Sections Research and Thesis.)
  3. Comprehensive Examination All doctoral students must meet the requirements for the Comprehensive Examination in their department during the course of their studies. (See Section Comprehensive Examination Requirement.)
  4. Language Some departments may require the student to obtain a reading knowledge in one or two languages other than English. This requirement must be fulfilled one year before submitting the thesis. (See Section Additional Language Requirement.)

Doctoral students registering in a full-time program must pay full-time fees for the duration of their program.

Departments may recommend acceptance of students specifically as part-time students throughout their program. Before acceptance, the Department will recommend, for approval by the School of Graduate Studies, a detailed program of study proposal for each student lasting for not less than six terms of active study. The part-time student will normally register for no more than one half course, or its equivalent, per term.

For information on transfers from full-time to part-time status see Section Transfers from Full-Time to Part-Time.

Off Campus Study

Subject to the residency requirement of the Department, students registered in a master's or a doctoral program at Queen's University may be permitted to study at another approved university, institution, library or laboratory under the conditions listed below. Full-time off-campus registration must be recommended by the Department and approved by the School of Graduate Studies.

  1. If a student wishes to study at another university in Ontario, such study may be carried out under the Ontario Universities Visiting Graduate Student Plan. This plan allows a graduate student of an Ontario university to take graduate courses at another Ontario university while remaining registered at the home university. The plan allows the student to bypass the usual application for admission procedures to the host university and facilitates transfer of course credits to the home university. The student pays fees to the home university and is classed as 'visiting graduate student' at the host university, to which no fees are paid. The student must make application for study under this Plan by completion of a special application form which is available at departmental offices or from the School of Graduate Studies. Students may not audit courses under this plan nor enroll in any courses which are not to be credited towards their degree program. The student must be registered at Queen's as full-time off-campus.
  2. If a graduate student registered in a graduate program at Queen's University wishes to study at another approved university or academic institution outside Ontario, the student must register as a full-time student at the other university or institution and pay the fees required by that university. Full-time off-campus registration at Queen's University must be maintained during the period spent at the other university or institution, but exemption will be granted from tuition fees for that period.
  3. If a student wishes to study at a library, laboratory or institution outside Queen's University, full-time off-campus registration at Queen's must be maintained and normal tuition fees must be paid to Queen's University, less any obligatory fees charged by the library, laboratory or institution in question. The student will conduct such study under the continued supervision of the Queen's department.

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Computer Code of Ethics

The computing and network systems at Queen's University are intended to support teaching, research and administrative purposes and to enhance the broader learning environment. All Queen's computer users should be aware that they have access to valuable and sensitive resources, and that their computing and network practices can adversely affect others. Users should also understand that the Queen's University Computer User Code of Ethics applies fully to the use of all personal computers and other devices while they are connected to the Queen's network.

Students are responsible for making themselves fully aware of the complete Senate policy called Queen's University Computer User Code of Ethics, and all related policies and documents.

Alleged violations of the Code shall be dealt with as outlined in the section  Procedures for Cases of Computer Abuse. Individuals or groups who feel that there has been a violation of the Code are directed to the section Procedures for Lodging a Complaint of Computer Abuse.

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Vacation Guidelines

Scheduled time off and vacations are important for personal health, well-being, and workplace productivity. Graduate students are not employees of the School of Graduate Studies and as a result, there is no mandated entitlement for a vacation benefit. However, many graduate students have an employment relationship with the University as teaching assistants or teaching fellows, in addition to their academic status as students, for which applicable vacation policies and provisions apply. Please consult the Department of Human Resources for all matters regarding vacation entitlement related to employment; the guidelines below are intended for graduate students in their student role.

Graduate students may be enrolled continuously for the entire academic year during which there are no breaks between consecutive terms of study. The following guidelines are offered to graduate students, graduate coordinators, program directors, department heads and graduate student supervisors.

Full-time graduate students should be able to take up to 10 business days of vacation during the academic year (September 1 to August 31), over and above statutory holidays and/or periods when the University is officially closed (i.e. the period between the December 25 and January 1) provided that the time off:

  • Does not compromise the progress of a student's studies;
  • Does not compromise the progress of the research; and
  • Is negotiated and agreed upon by the student and his/her supervisor well in advance (usually one month).

Vacation periods do not result in any changes to registered student status or funding status; students remain registered and pay all fees during the vacation period in the academic session until completion or withdrawal.

It is expected that negotiations for time off for vacation will be free from controversy or disagreement. In the case of dispute, the usual dispute resolution procedures will apply. These procedures can be found in the Guide to Graduate Supervision booklet (section 10) published by the School of Graduate Studies or through the School's website.

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