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w w w . h p m e . u t o r o n t o . c a w w w . i h p m e . u t o r o n t o . c a
Clinical Epidemiology and Health Care Research
Supervisor Workshop
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Agenda
Structure of IHPME: Programs & Concentrations Supervision Roles & Responsibilities Timelines Proposal Defenses Candidacy and Comprehensive Exam Thesis and Thesis Defenses
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IHPME We are one of several Concentrations within
research degree program of IHPME Research Degree Concentrations CEHCR (MSc / PhD) Health Services Research (MSc / PhD) Health Technology Assessment and Management
(MSc) Quality Improvement and Patient Safety (MSc)
Professional Programs Health administration (MHSc), health informatics
(MHI)
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IHPME Programs HPME
Research Programs Professional Programs
CEHCR HSR HTAM
Non-thesis MSc
Thesis MSc
PhD
MSc
PhD
QIPS
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Concentrations within IHPME A student in any one of the 4 research Concentrations
might focus on similar questions (clinical more likely in CEHCR)
Students in different Concentrations have different backgrounds
Courses are structured by Concentrations and generally give priority to students within that concentration
Moving towards some courses shared across Concentrations
Faculty tend to focus on one concentration but not a requirement
Annual reporting by faculty is done within Concentrations
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Graduate Appointments and Supervision Appointment is to IHPME Not to an individual concentration within IHPME Faculty can supervise a student in any
concentration But … each concentration determines its own
rules about supervision Focus today on supervision within CEHCR A few important differences from other
Concentrations
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CEHCR Degree Programs Master’s degree (Full time) Non-Thesis (course-only) 10 half-courses Students require a mentor
Thesis 6 half-courses + Thesis Students require a supervisor
PhD (Full time and flex time) 10 half-courses + Comprehensives + Thesis Students require a supervisor
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Mentorship (non-thesis MSc)
Any faculty member Advice on course selection, career Often supervise research internship but
not a requirement
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Agenda
Structure of IHPME: Concentrations & Programs Supervision Roles & Responsibilities Timelines Proposal Defenses Candidacy and Comprehensive Exam Thesis and Thesis Defenses
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Finding Supervisors / Mentors Many students have supervisors or mentors
identified prior to entry For those who don’t, typically find supervisors
through: Meeting with Associate Program Director (all new
students) Website Courses Word of mouth
We encourage students to think about research methods not just clinical expertise
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Supervision Our guideline in CEHCR Faculty should sit on 2 MSc committees in IHPME Through to completion Before supervising an MSc student
Supervise MSc student before supervising PhD student
So that faculty understand our expectations and guidelines
We no longer have “co-supervision” Other Concentrations have different rules
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Why do we have this rule? Objective is to ensure students are well
supervised Most of our faculty are not university-based Aim is to familiarize faculty with both Supervisory experience Expectations of CEHCR
We are flexible in application CEHCR executive committee decision
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How to get on committees
We send out a list twice a year Word of mouth Other faculty
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Supervisor / Mentor Role
Review and complete “Memorandum of Agreement” (see Yellow Book)
Meet “regularly” with the student Ensure timely completion of program
Prepare annual study plan with student Provide mentorship regarding funding
opportunities, career development (publications, presentations at key meetings, etc.)
Assist with thesis committee membership
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Memorandum of Agreement
Formal agreement http://ihpme.utoronto.ca/wp-
content/uploads/2015/05/memo-of-understanding-2011.pdf Lists roles and responsibilities
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Regular Meetings with Student
Not strictly defined Memorandum of agreement: will vary depending on the student’s stage supervisor and the student should meet a
minimum of 6 times per year Many supervisors establish regular, often
biweekly, meetings
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Student Study Plan
All students must submit PhD students and their supervisors meet
annually with me or Associate Director Review courses, thesis, funding,
publications Forms now separate from Clinician
Investigator Program ITER
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Student Funding
Each student must secure funding for the first year of the program Expectation that students will seek
external funding Student awards Supervisor’s grants Very limited working opportunities
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Other Support
3 days per week of protected time are required for the program
“10 hours / week” maximum workload Commitment in writing so we can advocate on
student’s behalf if clinical commitments are too much
Office space usually at working environment, supervisor’s research institute, or IHPME
Students cannot work >10 hours / week
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Thesis Committee
Should meet at least twice yearly Members must have U of T appointment 3 Voting members must have SGS appointment Supervisor + 2 or more others In addition to supervisor, at least one member must
have an IHPME appointment CEHCR prefers at least 3 faculty for MSc
We don’t recommend large committees Request to add junior members
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Student’s Responsibilities Be respectful of supervisor’s time Reviewing your work Scheduling meetings
Keep supervisor in the loop at all times (clinical responsibilities, deadlines, reports, etc.)
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Joint Responsibilities Ensure all are clear BEFORE embarking
on joint work (thesis work, research practica, etc.) about… Authorship (Put it in writing?) Who owns the data after the work is
completed? Timeframe for completion of the work
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Agenda
Structure of IHPME: Programs & Concentrations Supervision Roles & Responsibilities Timelines Proposal Defenses Candidacy and Comprehensive Exam Thesis and Thesis Defenses
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Timelines All requirements must be completed within
a specific period of time CEHCR Expectations
PhD 3 to 6 years Thesis MSc 1 to 2 years Non-Thesis MSc 12 - 18 months
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Thesis MSc Timeline
0 1 2 Years
Step I: Confirm proposed thesis & committee
Complete course work
Step II: Development of full thesis proposal and
Present thesis at hospital based Clinical Epidemiology Rounds
Submit revised proposal to CEHCR for final approval
Thesis Defense
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PhD Timelines
0 1 2 3 4
Step I: Confirm proposed thesis &
committee Step 2: Development of
full thesis proposal
Present thesis at hospital based Clinical Epidemiology
Rounds OR
Complete Transfer Protocol within 24 months
Complete Course Work
Thesis Defense
5
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Time Horizons Maximum 3 years for MSc Maximum 6 years for PhD Maximum 7 years for MSc to PhD transfer Leave is granted (pregnancy, etc.) But no university privileges when on leave Including library
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Selecting a Thesis Topic
MSc
http://ihpme.utoronto.ca/academics/rd/cehcr-mscphd/handbook/clinical-epidemiology-selecting-a-thesis-topic/
Time needed to undertake the research
5 months FTE 1.5 years FTE
Primary data collection Optional Advisable
Originality Preferred Essential Innovation potential Preferred Essential Ownership Preferred Essential Publishable project Preferred Essential
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Step I
Confirmed Supervisor, Committee, Topic Student submits form Most common reason not approved:
Faculty don’t have appropriate appointments
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Agenda
Structure of IHPME: Programs & Concentrations Supervision Roles & Responsibilities Timelines Proposal Defenses Candidacy and Comprehensive Exam Thesis and Thesis Defenses
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MSc Step II
Present proposal at a hospital Clinical Epidemiology Rounds or equivalent At least three additional IHPME faculty
members are required to be present at this presentation It is the responsibility of the supervisor to
ensure that these committee members are present prior to the start of the presentation
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PhD Transfer
Similar to PhD defense, but large majority of our PhD students are transfers Identified “Reviewer” “The supervisor and the student should
select the reviewer and inform the IHPME office of the reviewer’s name at least 2 weeks prior to the defense date.”
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PhD Defense Reviewer Students are required to provide the reviewer with a copy of their
written proposal at least 2 weeks in advance. External to the committee; can be internal to IHPME Sufficient expertise in the student’s area of research Actively participate in questioning the student Ordinarily, the reviewer will be the first questioner Will be given more time for questions than other attendees.
No formal written comments are required from the reviewer. The reviewer need not have an SGS appointment, as long as
they are external to the student’s committee and a recognized expert in the concentration
If the reviewer has an IHPME appointment, two additional IHPME faculty members must be present. If the reviewer does not have an IHPME appointment, three additional IHPME faculty member must be present.
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PhD Transfer Protocol Within 24 months of entry into program By April 30 (entry in May) The decision is made collectively by
student, supervisor/committee, program directors based on… academic progress appropriateness of thesis for PhD career plans ability to complete in timely fashion
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Ethics ANY research involving human
subjects interaction or intervention at the University MUST receive REB review and approval from a University of Toronto REB prior to commencement
http://www.research.utoronto.ca/ethics-documents-secured/
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Ethics Review: Where
Graduate Student Research Submit to hospital REB first Submit copy of approved TAHSN
protocol and approval letter and University of Toronto Cover Sheet to UT Ethics Review Office Must have U of T administrative
review
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Ethics Review: When Committee confirms project can go
forward for ethics review After Step II / proposal defense Can request “early” review with reasons
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Agenda
Structure of IHPME: Programs & Concentrations Supervision Roles & Responsibilities Timelines Proposal Defenses Candidacy and Comprehensive Exam Thesis and Thesis Defenses
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Candidacy All PhD students must achieve candidacy by the end of
the 3rd year of registration (4th year for transfer students)
Students can designate themselves as a PhD candidate PhD(c) only after achieving candidacy
Achieve candidacy when they have completed all coursework, including Synthesis and Comprehensives
Date of registration is the beginning of the first term in which the student attended classes
Typically, May 1 prior to enrollment Deadline to achieve candidacy is April 30 (the end of the
winter term) of the third year of registration
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Comprehensive Part credit (with synthesis seminars) http://ihpme.utoronto.ca/academics/rd/cehcr-
mscphd/handbook/synthesis-comprehensives/ Topic chosen with supervisor and committee Methodological, theoretical, or conceptual Related, but not integral, to the thesis 1-2 page outline submitted for approval Student presents to committee Publication quality paper Questions for 30 minutes Pass / Fail; if fail -> second opportunity Supervisor responsible for informing CEHCR office
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Agenda
Structure of IHPME: Programs & Concentrations Supervision Roles & Responsibilities Timelines Proposal Defenses Candidacy and Comprehensive Exam Thesis and Thesis Defenses
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PhD When should a final thesis draft be ready?
Nov to Dec
http://www.sgs.utoronto.ca/currentstudents/Pages/Sessional-Dates.aspx Convocation June
1st Completed draft
Committee “signs off” Early January
External appraiser approved by SGS Late January
External appraiser report Mid March
2 weeks
6 weeks
2 weeks
Revisions Completed, Dissertation submitted
Late April
Defense Early April
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PhD When should a final thesis draft be ready?
April to May
http://www.sgs.utoronto.ca/currentstudents/Pages/Sessional-Dates.aspx Convocation November
1st Completed draft
Committee “signs off” Early June
External appraiser approved by SGS Late June
External appraiser report Mid August
2 weeks
6 weeks
2 weeks
Revisions Completed, Dissertation submitted
Mid-September
Defense Early September
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MSc When should a final thesis draft be ready?
1st Completed draft Nov to Dec
Committee “signs off” Early January
Draft submitted to defense committee Late January
http://www.sgs.utoronto.ca/currentstudents/Pages/Sessional-Dates.aspx
Convocation June
4 weeks
2 weeks
April Revisions completed, dissertation submitted
Defense Late March
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MSc When should a final thesis draft be ready?
1st Completed draft May to June
Committee “signs off” Early July
Draft submitted to defense committee Late July
http://www.sgs.utoronto.ca/currentstudents/Pages/Sessional-Dates.aspx
Convocation November
4 weeks
2 weeks
September Revisions completed, dissertation submitted
Defense Early to mid-September
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3-paper Dissertation 3 publishable papers Differs in format from traditional thesis, not content 1 or more introductory chapters + 3 papers (“may be expanded or supplemented by
unpublished material, scholarly notes, necessary appendices”) i.e. can include material cut from publications due to space /
reviews Generally require “linking” passages, or chapters
+ final synthesis chapter (see next slide) + integrated bibliography for whole thesis http://ihpme.utoronto.ca/wp-content/uploads/2015/02/multipaper-thesis.pdf
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Final synthesis chapter Summarize, synthesize Not just a summary Discuss importance, implications for policy,
practice, future research As if writing a narrative review Or introduction to your next grant based on
this work
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Previously Published Material
http://www.sgs.utoronto.ca/currentstudents/Pages/Copyright.aspx
Yes, but: Need permission from copyright owner Applies to student’s published papers Also to figures from elsewhere,
questionnaires, etc.
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Examples of past students’ theses
Graduate office List of titles on IHPME website http://ihpme.utoronto.ca/impact/research/ih
pme-student-research-topics/ Proquest Dissertations & Theses: Full Text http://simplelink.library.utoronto.ca/url.cfm/
54551
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Who will be at the defense? Final examination committee includes “at least 4
but no more than 6 voting members” Your Advisory Committee
Up to 3 Committee members vote
External examiner/appraiser Preferably a voting member
Internal examiner Voting member
Departmental representative Voting member
SGS-appointed Chair from outside of IHPME Non-voting
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External Examiner Responsibility of “Supervisor and PhD candidate” to
suggest an External Examiner/Appraiser External to U of T Associate Professor level or equivalent (tenured faculty),
recognized expert Arm’s length relationship: past 6 years not a
departmental colleague, student-teacher relationship, or collaborated on a research project with Candidate or Supervisor (definitely no joint publications!)
Rule: 1-3 names to Graduate Coordinator Practices: Usually 1 name to Graduate Assistant Note that this individual need only fulfill the role of
Appraiser and need not, ultimately, vote; in IHPME, however, we strongly encourage Appraisers to serve as External Examiners and contribute their vote
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MSc External Examiner Responsibility of “Supervisor and MSc Student” to
suggest an External Examiner/Appraiser External to IHPME Associate Professor level or equivalent (tenured faculty),
recognized expert Arm’s length relationship: past 6 years not a
departmental colleague, student-teacher relationship, or collaborated on a research project with Candidate or Supervisor (definitely no joint publications!)
Rule: 1-3 names to Graduate Coordinator Practices: Usually 1 name to Graduate Assistant Note that this individual need only fulfill the role of
Appraiser and need not, ultimately, vote; in IHPME, however, we strongly encourage Appraisers to serve as External Examiners and contribute their vote
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Internal Examiner Responsibility of “Supervisor and PhD
candidate” to suggest an Internal Examiner to Graduate Coordinator
Graduate Coordinator approves selection Graduate faculty from within UofT, but outside of
advisory committee and core IHPME faculty. Status-only IHPME faculty may be approved.
Arm’s length relationship
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MSc Internal Examiner “The MSc internal examiner should have an
arm’s-length relationship with the student and supervisor. The criteria for judging whether a relationship is arm’s-length will generally be similar to that of an external examiner but the CEHCR director and the graduate coordinator will have flexibility in judging the nature of the relationship on an individual basis and may, for example, approve individuals from the same research institute or hospital division at their discretion”
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Quorum at the Defense
Quorum = 4 voting members and (only) up to 3 committee members can vote External can participate by teleconference We strongly encourage selecting a
day/time that accommodates all members of the examination committee!
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Attendance at the defense Closed exam – no friends, family For PhD, Departmental representative is
typically either Sharon Dell, Rhonda Cockerill MSc: Chair from IHPME PhD: SGS-appointed Chair from outside of
IHPME
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The External’s Report For PhD, required to be submitted 2
weeks prior to the final exam date Should not be discussed with Supervisor SGS can cancel the defence if the report
is not received by the deadline Candidate can (in special circumstances)
waive the right to review the external report MSc report not required before defense
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What Are the Possible Defense Outcomes? Examined on both presentation and
written work Committee votes twice: Pass / Adjourn If pass As it stands 1 week Minor corrections 1 month Minor modifications 3 months
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Minor Corrections
Supervisor informs Candidate of necessary corrections The Supervisor certifies in writing to the
Ph.D. Examinations Office that the corrections have been made MSc Supervisors notify the Graduate
Assistant
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Minor Modifications
Chair appoints a supervising subcommittee At least 2 members; usually includes the
Departmental representative 1 is appointed the role of Convener, who: Reports minor modifications needed in writing Reports completion to SGS
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After the Defense
Make any required changes Submit final documents to SGS/Upload
thesis to ProQuest Submit article to IHPME for consideration
for the Naylor award
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After the Defense
When submitting thesis to SGS, consider timing of publication of papers and SGS posting of thesis.
Some journals may have restrictions on articles if already in public domain.
Consider submitting "restrict release” form to IHPME Director if this is a problem for you.
An increasing number of funders require publishing in open access format. Be aware of this stipulation.
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Questions?