The FAQs

Frequently asked questions about the time to completion policy

Why change the policy?

The policy was inconsistent with the goal of supporting students in the timely completion of their degrees. Best practices indicate expectations about reasonable completion times should be clearly articulated; regular, periodic monitoring can identify obstacles to progress enabling remedies to be introduced at an earlier point, and goal setting assists students to complete their degrees in a timely way.

Why set the reference time limits at 2 years (Master’s) and 4 years (PhD)?

In Ontario, graduate programs are reviewed and approved by a provincial quality assurance body and programs are structured such that the degree requirements can be completed within 2 and 4 years of full time study (Master’s and PhD, respectively). The Provincial Government uses this framework to fund approved programs. It is reasonable then to adopt 2 and 4 year reference time points.  This does notmean that Masters must be completed in two years, and that PhDs must now be completed within four years.

Many doctoral students take longer than 4 years to complete their degree, will they have to withdraw?

No. The majority of doctoral students finish in less than 6 years of full time registration. PhD students entering year 5 who are in good standing and making progress will be given a one year extension by their department. Should a second extension be required, a further one year will be given by the School of Graduate Studies (SGS) with evidence of progress. Annual progress reports documenting achievement and accomplishments, goals and objectives for the upcoming year are completed by the student with input from the supervisor; these reports accompany the request to the SGS.

If the extensions will be granted anyway, why not just make the time limit 6 years?

While it is recognized that there are many reasons why a degree may take longer than four years to complete (e.g. fieldwork, internships, archival work, unanticipated delays/challenges with research) it is important that the research plan and strategy to complete be discussed by the student and supervisor. The 4 year reference time point provides a logical time check for supervisor, department and student alike to ensure a reasonable plan for completing the research is in place and that strategies/supports, if needed, are put in place. Having these discussions at year 6 is of limited benefit in supporting timely completion - too much time may have been lost.

What if I need an extension beyond year 6?

Further extensions may be granted by the School of Graduate Studies in exceptional circumstances (for instance: family responsibilities, loss of data).  Requests must have the support of the Department and supervisor.

What if I need an extension and my supervisor won’t sign off on my progress report or plan to completion?

This situation may reflect a bigger problem - seek assistance from  your Graduate Coordinator, Department Head, a student advisor from the Society of Graduate and Professional Students, or an Associate Dean in the SGS.  

Do other universities have time limits?

Yes they do. In Ontario, most universities permit multiple extensions however, beyond PhD year 6, several restrict the number to up to three one term extensions with explanation of the delay to complete and a description of how completion will be accomplished. There is variation in when the first extension is given (range is from term 13 to term 18).

Were students consulted?

Yes. Graduate student representatives are members on all Faculty Graduate Councils and Committees and on the Graduate Studies Executive Council. The time to completion policies have been under discussion since October, 2012 at all the above named committees which in turn sought input from departments. This feedback has been valuable.  Extensive discussion in some Graduate Councils resulted in several revisions of the proposed policies.

Is consideration given to other factors that can prolong completion time?

Extenuating circumstances are always taken into consideration. Health and family related matters have associated policies that ‘stop the clock’ if leaves are required and may provide financial assistance as well. Supervisory related matters are best managed early to mitigate delays in progress; advice may be sought from your Graduate Coordinator, Department Head, a student advisor from the Society of Graduate and Professional Students, or an Associate Dean in the SGS.  There are many resources and support services available to graduate students that promote timely completion; however, everyone is different. If you have particular concerns please seek advice and do so early.

Publications, conference presentations and other scholarly activities are important to be competitive for post-doctoral awards and academic positions – is this taken into account?

Yes, these are all indicators of achievement and progress and are an important part of graduate training.

I am currently enrolled in a graduate program at Queen’s, how will the policy change affect me?

Current students are grandparented under the policies in place at the time of registration. This is normal practice.

What can I do if my request for an extension is denied?

As long as you are in good standing and making progress toward degree completion, extensions will be granted by the Department and the School of Graduate Studies for PhD years 5 and 6, respectively. Extensions beyond year 6 are more carefully reviewed but will not be unreasonably denied. If a request has been denied with reasons provided, the student may appeal the decision.

See also:

• Time to completion news http://www.queensu.ca/sgs/index.html
• To view the policy click here