Cultural Studies

Cultural Studies

Interdisciplinary Graduate Program

Cultural Studies

Interdisciplinary Graduate Program

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Supervisory Committee Composition, Examination Process, and Forms

 

Forms for all students

Annual Progress Reports (due by June 30th each year)

Each year, by June 30, every continuing Cultural Studies student is responsible for submitting a written report to the supervisor, and/or if applicable the supervisory committee, detailing his/her/their progress since the last report, and the plan/objectives for the next year.  Please note that this is required in addition to any such requirements related to your funding (i.e., SSHRC Annual Progress Report).

Continuing students will include MA and PhD students who have completed their first year of the program but are not planning to graduate in the Fall.

Please use the SGS Annual Progress Report E-Form which will then be reviewed and approved by your supervisor and the Director of Cultural Studies.

  • The SGS Annual Progress Report is also available as a paper form which you must complete and sign, and then arrange for your supervisor and the Director of Cultural Studies to sign (for some individuals, the fields do not expand as indicated; if you require more space, you are welcome to submit an additional word document)
  • Learn more about APRs and review Tips prepared by the School of Graduate Studies

​Please contact Carrie Miles, Student Records Assistant, at cs.office@queensu.ca if you have any questions.

Supervisory Committee Form (due by June 30 of your 1st year)

All students will complete a Supervisory Committee Form once they have confirmed their committee.  This should be done by June 30 of your first year.  Please refer to the "Evaluation Procedures and Forms" sections below, to confirm the committee composition for your program.

MA students should complete the Establishment of Supervisory Committee Form for MA Students

PhD students should complete the Establishment of Supervisory Committee Form for PhD Students.

Step 1:  Download, complete, and save the form.
Step 2:  Print and sign the form and/or arrange e-signatures from your committee members. 
Step 3:  Submit the completed, signed form by email to cs.office@queensu.ca OR in person to Mac-Corry B137 and we will arrange for the Director's signature.

 

Evaluation Procedures and Forms for MA Students

Thesis or Major Project Option

Proposal Approval

Students undertaking a thesis or major project will defend a proposal and pursue the work so defined.  The process for an MA Proposal Defence Meeting is as follows:

  • To request the proposal defence meeting, the supervisor completes and submits Form B: MA Request for Meeting for Proposal Approval - the form should be submitted no less than 10 working days prior to the date of the proposal defence.  At this time (i.e., no less than 10 days before the proposal defence) the student must also submit an e-copy of the proposal and annotated bibliography to their Supervisor, 2nd reader, Director (or delegate), and the Cultural Studies office.  The student should be prepared to provide committee members with a hard copy if requested.
    • Committee members include: the student, the supervisor, the second reader.
    • All members must be affiliated with cultural studies.
    • The supervisor will arrange a chair for the meeting (director or delegate).
  • The committee meets with the student to discuss the proposal.  At this meeting, the committee assesses the student's understanding of the relevant intellectual frameworks and methodologies, and the viability, scope and coherence of the proposal, and offers suggestions for refinements or changes as appropriate. It is important that the committee recognize the time constraints of the MA degree and set expectations accordingly. Also at the defence, committee members assess the timeline and (if applicable) budget, and each committee member clarifies what they understand their consultative role to be going forward.
  • Once the proposal has been approved, the chair completes and submits Form C: MA Approval of Proposal. If the proposal is deemed insufficient, the student will have one opportunity to re-write the proposal and defend the revision within the following two months.  
  • The student must submit an electronic copy of the approved proposal and bibliography to Cultural Studies at cs.office@queensu.ca.

Oral Defence

Members: student, supervisor, second reader, external reader, and chair (director or delegate). All members must be affiliated with cultural studies except for the external reader. If the external reader is affiliated with cultural studies sh/e represents the home department. 

Process for supervisor: To initiate the oral defence, the supervisor submits Form E: MA Request for Oral Examination to the Cultural Studies Program Office, B126B, within the B176 area of Mackintosh-Corry (or cs.admin@queensu.ca) a minimum of 10 working days prior to the proposed date of the exam.

Process for student:  The student is responsible for supplying the supervisor, committee members and program director a hard copy of the thesis or project a minimum of 10 working days prior to the date of the exam.

Duties of the Chair:  The chair conducts the defence, and does not read the thesis/project. The result is reported by the Chair to the School of Graduate Studies by the program director using the required SGS form.

Important:  It is helpful for students, supervisors, examiners, and chairs to review the SGS procedures and requirements:

Research Paper or Minor Project Option

Proposal Approval

Students undertaking a research paper or minor project have a proposal approved, and then pursue the work so defined.  A formal proposal defence is not required.  The process for MA Proposal Approval is as follows:

  • Students submit proposal to their supervisor(s).
  • Once the supervisor is satisfied with the proposal, he/she completes and submits Form C: MA Approval of Proposal
  • The student must submit an electronic copy of the approved proposal and bibliography to Cultural Studies at cs.office@queensu.ca.

Approval of Research Paper or Minor Project

Members: supervisor, second reader. All members must be affiliated with cultural studies.

Process:  The review of the essay or project is conducted by email. The director receives a pass/fail recommendation from the supervisor and reader, and any comments (which are not required). The director conveys the result to the program administrator, the supervisor and the student. The results are reported to the School of Graduate Studies by the director using Form D: MA Approval of Minor Project or Research Paper.


 

Evaluation Procedures and Forms for PhD Students

Stages of the PhD: Guidelines for Students and Supervisors

For a more detailed description of the Cultural Studies PhD program, please review Stages of the PhD: Guidelines for Students and Supervisors.

Qualifying Examination (formerly CUST 900)

Students are expected to have formulated their supervisory committee before the qualifying exam (ideally, by June 30 of their first year in the program - please refer to Supervisory Committee Form at the top of this page). The committee will consist of a supervisor and two additional readers; all members must be affiliated with Cultural Studies. In the case of co-supervision, the committee will consist of the co-supervisors and two additional readers.

For supervisors and committee members, when your student is ready to write the first QE, please follow the process outlined below and submit the required forms to Danielle Gugler in the Cultural Studies Program Office (B126B).

  • Before or on the date on which examination question(s) are sent to the student, the supervisor must submit SGS Form - Comprehensive or Qualifying Exam Notice.
  • Within ten working days of the deadline for the exam answer, each examiner completes Form 2 - PhD Qualifying Exam Evaluation Form for Committee Members and returns it to the supervisor.  This form is where comments regarding the exam should be recorded.
  • The supervisor determines the decision based on a majority of the three evaluations, notifies the student, and sends a summary of comments to the student.
  • The supervisor completes and submits Form 3 - PhD Qualifying Examination Approval along with all Form 2's to the program assistant.
    • There is no meeting requirement following the writing of the examination.
    • If the student receives a "Revisions required", they will have 10 working days to complete the revisions and resubmit, and the same process is followed as above.
    • If the student fails the exam, the student will have one chance to re-write it within the next six months, with the same process followed as above. 
  • After the examination, students or faculty members may speak with the Director or fill out the following form if they have any concerns about its conduct: SGS Form - Comprehensive or Qualifying Exam Confidential Report.

For students, after passing the first QE, please submit electronic copies of the following documents to Cultural Studies at cs.office@queensu.ca:

  • your original 1000-word proposal + annotated bibliography
  • the updated annotated bibliography that was submitted to your committee along with the proposed exam questions
  • your final exam questions
  • your exam response + bibliography
  • as noted above, you should also have signed and submitted the SGS Form - Comprehensive or Qualifying Exam Notice
Proposal Defence (formerly CUST 901)

The proposal defence requires a Chair (normally the Director, or a Delegate if the Director is unavailable), in addition to the original committee.

  • To initiate the proposal defence process, and to confirm meeting arrangements, the supervisor completes and submits Form 4 - PhD Request for Meeting for Proposal Approval.
    • As noted on Form 4:  The student must submit an e-copy of the proposal and bibliography to their supervisor, 2 readers, and to Cultural Studies at cs.office@queensu.ca, a minimum of ten working days prior to their meeting. The student should be prepared to provide committee members with a hard copy if requested. Students must continue to register each term until all degree requirements are complete, including defense of the thesis or project. Failure to do so will result in automatic withdrawal from program. While Ethics approval and OCASP (if needed) do not have to be complete before approval of the proposal, the supervisor and student should anticipate their implications and plan accordingly.

  • The chair of the examination meeting reports the outcome on Form 5 - PhD Approval of Proposal. (Please note that the former Form 5, which required examiners submit an advance decision on the thesis proposal, has been eliminated; the former form 6, the report on the thesis proposal examination, has been renumbered Form 5) 
  • After the examination, students or faculty members may speak with the Director or fill out the following form if they have any concerns about its conduct: SGS Form - Comprehensive or Qualifying Exam Confidential Report.
Thesis/Project Defence

For Supervisors: Once the thesis/project is considered ready to defend, the supervisor works with the student and members of the committee to set a date, time, and location for the defence meeting.  At least 25 working days prior to the date of the defence (i.e., 25 days not including the date of submission, the date of defence, holidays, or weekends), the supervisor completes the PhD Oral Examination Form and submits it to the Graduate Assistant (cs.admin@queensu.ca) who will then coordinate the details with SGS. 

In addition to the supervisory committee, the PhD defence requires an internal examiner from Queen's but from outside the program (the "internal/external"), an external examiner from outside the university, and a Chair (appointed by SGS).  The internal/external examiner can be someone who is affiliated with Cultural Studies, but would represent his/her home department. This examiner cannot have been on the student's committee otherwise. 

The chair is appointed by SGS and conducts the defence in accordance with the policies and procedures of the School of Graduate Studies. Please see Doctoral Oral Thesis Examinations.

For Students: The student is responsible for reviewing the SGS requirements for Degree Completion and providing copies of the thesis/project to their committee members - in their preferred format - no less than 25 working days prior to the date of defence (i.e., 25 days not including the date of submission, the date of defence, holidays, or weekends).  At some point before the deadline for distributing the thesis, the student should confirm with each committee member if they would prefer to receive the thesis as a hard copy, a PDF, or a Word document.  One PDF copy and one hard copy must also be submitted to the School of Graduate Studies at this time.  It is also important to note the procedures and deadlines for Applying to Graduate and Attending Convocation

School of Graduate Studies

SGS Forms for Graduate Students