york university graduate program in biology survival guide
TRANSCRIPT
YORK UNIVERSITY
GRADUATE PROGRAM IN BIOLOGY
SURVIVAL GUIDE
The following is intended to explain various written and unwritten practices and tribal customs
within the Program. It is presented as an aid to both faculty and students, so that there will be
less time spent asking what is expected and how things are done. It is also intended to make
clear at the outset what is expected so that misunderstandings are less likely to occur. Sections
deal with topics ranging from general philosophy of the Program to specific and detailed
requirements and procedures for particular practices.
Students in particular should initially read the entire document, especially at the outset of their
career in the Program. Thereafter, reference to individual sections as the need arises should
suffice.
Revised: July 2013
Biology Graduate Website: http://www.yorku.ca/gradbiol/
Admission Website: http://www.yorku.ca/web/futurestudents/graduate/programs/Biology/
Faculty of Graduate (FGS) Policies and Procedures:
http://www.yorku.ca/grads/policies_procedures/index.html
FGS Registration Procedures: Important Information:
http://www.yorku.ca/grads/registration/i.htm
REMEMBER IN THE FINAL ANALYSIS, IT IS THE
STUDENT’S RESPONSIBILITY TO BE AWARE OF
ALL RULES AND REGULATIONS GOVERNING THE
PROGRAM.
THE PROGRAM DIRECTOR AND PROGRAM ASSISTANT
CAN HELP WITH CLARIFICATION AND INTERPRETATION
BUT CANNOT BE EXPECTED TO CONTINUOUSLY INFORM
STUDENTS OF WHAT IS THEIR RESPONSIBILITY TO
KNOW.
TABLE OF CONTENTS
Page # General Philosophy 1
Graduate Program & Department of Biology 1
Role of Graduate Program Director, Graduate Committee & Graduate Assistant 2
Supervisors & Supervisory Committees 2
Role of Supervisors 2
Supervisory Committee Composition 2
MSc 3
PhD 3
Role of Supervisory Committee 3
Recommended Time to Set Up Supervisory Committee &
Guidelines for Periodic Meetings with the Supervisory Committee 4
Role of Adjunct Professors 5
Faculty of Graduate Studies Intellectual Property Policy 6
Application of the FGS Intellectual Property Policy 6
The Faculty Policy for Graduate Programs on Intellectual Property
Relationship between Graduate Students and their Supervisor 7
Authorship 7
Publication 8
Individual Agreements 8
Education and Information 9
Dispute Resolution 9
Faculty of Graduate Studies Academic Regulations 10
General Information 10
Applicability 11
Academic Accommodation for Students with Disabilities 11
Academic Petitions and Appeals 12
Grade Reappraisals 12
Academic Honesty 12
Code of Student Rights and Responsibilities 12
Access to Records and Protection of Privacy 12
Senate, University and Presidential Policies, Procedures and
Regulations 13
Academic Honesty 13
What is ―academic honesty‖ and why it is important? 13
How to avoid academic dishonesty 14
Whom to talk to about options and support 14
What is the process if there is a suspected breach of academic
Honesty? 15
Biology Policy on Fieldwork Safety 17
Biology Policy on Fieldwork Safety Guidelines Form 18
Graduate Student Risk Assessment Check-List Form 22
Thesis & Dissertation Research Proposal 26
General 26
Biology Proposal Preparation Timing 26
FGS Proposal Approval Timing before Defence 26
Research Not Involving Human Participants 27
Research Involving Human Participants 27
Format of Proposal 28
Sample Form TD1: Thesis/Dissertation Research Proposal Submission Form 29
FGS Project Supervisor‘s Confirmation Form (old TD4) 30
Graduate Courses 31
Total Graduate Course Requirements 31
Mandatory Research Evaluation Courses 31
Procedure for PhD Students with MSc to Request Course Exemption 32
PhD Course Requirements after Transfer from MSc 32
Graduate Course Numbers and Titles 32
Animal Care Course 34
Evaluation of Graduate Courses & Grades Reporting Times 34
Grading System 34
Reporting of Grades 35
Incomplete (I) Grades 35
Combination of ‗C‖ Grades Requiring Withdrawal 35
Combination of ‗F‘ & ‗C‘ Grades Requiring Withdrawal 36
Withdrawal from Graduate Courses in Good Standing 37
Auditor 37
Graduate Courses in Another Graduate Program at York 37
Undergraduate Courses by Graduate Students
as Requirement of the Graduate Program 38
for Interest as Non Degree Status/Special Student 38
Non Degree Status Enrolment in Undergraduate Course 39
Ontario Visiting Graduate Student Plan (OVGS) 40
Withdrawal from Biology Graduate Program 40
Pursuing Graduate Studies at a Location other than York (e.g., Field Work) 40
Neuroscience Diploma 41
Various Leaves of Absence 42
Biology Departmental Seminars 42
Progress Reports/Research Evaluation Process 43
General Information 43
Graduate Student Seminar Series 43
Registration for Progress Research Courses 44
Various Progress Dates to Keep in Mind 44
Written Report Format, Length, & Content 45
Supervisory Committee Participation 45
Length of Progress Meeting 45
Presentation Room & Equipment 45
Research Progress Evaluation Form 46
Academic Petitions and Leave to Appeal 46
Grade Reappraisals 51
Transferring from M.Sc. to Ph.D. Without Completing M.Sc. 54
General 54
Transfer Exam Timing 54
Transfer Exam Set Up Procedure 54
Ph.D. Preliminary Examination 55
Objectives 55
Timing after Entering Program 55
Approval of Cognate Areas before Exam Set 55
Examining Committee Composition 56
Exam Set Up 56
Written Proposal Format, Length & Content 56
Cognate Reports Format & Length 56
Distribution of Proposal & Cognate Reports 57
Verbal Exam 57
Length of Talk & Exam 58
Transcript Notation of PhD Preliminary Information 58
Advancing MSc to PhD Within Program 58
PhD Preliminary/Transfer Exam Record Form 59
Theses/Dissertations 60
Time Limits for Completing Theses/Dissertations 60
Extension of Time Limits 60
Thesis/Dissertation Production Costs 61
Time to Request Production Costs 61
FGS Guidelines for the Preparation and Examination of Theses/Dissertations 61
Thesis/Dissertation Libraries 61
Abstract Lengths 61
Theses/Dissertations by Publication 62
Thesis/Dissertation Defence Examination 63
Setting Up MSc/PhD Defence 63
FGS Guidelines Regarding Treatment of External Examiner‘s Copy of
PhD Dissertation 64
Generic Instructions to be Included when Dissertation is Sent to the
External Examiner 64
Composition of Examining Committee 65
Format of Defence 66
Length of Defence 66
FGS Recommendation for Oral Examination Form 67
Biology MSc/PhD Defence Guidelines 68
FGS Suggested Procedures for the Oral Examination 69
Biology Thesis/Dissertation Defence Report 70
FGS Oral Examination Report 71
Results of Oral Examination Explanation 72
Biology Exceptional Thesis/Dissertation ―With Distinction ― 73
Thesis/Dissertation Prize 73
Authorship 74
Thesis/Dissertation Submission for Binding 75
Number of Copies 75
Binding Student‘s Copy 75
Spine Information 75
FGS Revision of Thesis/Dissertation Form 76
FGS Title Abbreviation Form 77
Convocation & Fee Refunds 78
Convocation 78
Gender Neutral Convocation Degree Information 78
Name on Transcript and Degree Certificate 78
Official Name Change Request 79
Fee Refund Deadlines 79
Reinstatement vs. Readmission after Withdrawal 80
Government Scholarships 81
CGS, NSERC & OGS & Websites 81
NSERC Ranking Process 82
OGS Ranking Process 83
Grade-Point-Average Calculations 83
CGS, NSERC, & OGS Biology Ranking Criteria 84
NSERC PGSM/PGSD Ranking Criteria and Weightings 84
The Queen Elizabeth II Graduate Scholarships in Science & Technology (QEII-GSST) 85
Canadian Institutes of Health Research (CIHR) 86
Masters Awards 86
Doctoral Research Awards (DRA) 86
York University Scholarships & Awards 87
York Graduate Scholarships 87
International Tuition Fee Scholarship 87
École Polytechnique Montreal Women‘s Memorial Scholarship 87
Susan Mann‘s Dissertation Scholarship 87
Governor General‘s Gold Medal 88
Graduate Studies Matching Program (GSMP) Awards 88
University Funding 88
Teaching Assistantships (TA), CUPE 3903 Unit 1 89
Duties and Responsibilities 89
Qualifications 89
Remuneration 89
TA Application Procedure 90
Research Assistantships (RA) by Supervisor 91
FGS RA, non-union 91
Biology Graduate Student's Financial Information Form 92
CUPE 3903 Unit 1 TA Application Form 93
TA - Offer of Appointment 97
Appendix G - Remuneration for TAs- An Explanation 100
Graduate Financial Assistance (GFA) 101
TA Workload Form 102
CUPE 3903 Benefit Enrolment Form 104
Training Requirements for Researchers and TAs 105
WHMIS 105
Animal Care Training 105
Faculty of Science Health & Safety TA Training 105
Biology TA Day 105
FGS Graduate Orientation 106
Biology Guaranteed Minimum Graduate Student Stipend 107
Other Internal (FGS) Funding 108
Graduate Development Fund 108
Research Cost Fund 108
Fieldwork Costs Fund 108
Bursary Funds 109
YU-Card Identification Card 109
Office of Student Financial Services 110
Health Services at York and Various Health Plans 110
CUPE 3903 Health Plan 110
GSA Health Plan 110
Charges and Opting Out 111
UHIP for International Students 111
Transcript Office 112
Key & Building Entry Card Requests 112
FS Key Request Form 113
Guidelines and Procedures for Use of Electronic Mail (E-mail) 114
Graduate Student Reading Room 117
Student Housing Services 119
English as a Second Language (ESL) Open Learning Centre (OLC) 119
York University English Language Institute (YUELI) 120
Statistical Consulting Service on Campus 120
Counselling and Disability Services (CDS) 122
Career Support for Graduate Students 123
1
GENERAL PHILOSOPHY
In general terms both an M.Sc. and Ph.D. are intended to give students in-depth knowledge of a
specific area of current biology. This is accomplished primarily by hands-on research on a
problem of relevance to advancing the current frontiers of knowledge. Consequently, the
thesis/dissertation project should be publishable. The student should acquire competence in
technical skills, experimental design, analysis of data, and an understanding of the current body
of knowledge pertaining to the research project. These comments apply to both the M.Sc. and
Ph.D. degrees. The degrees differ in that an M.Sc. student should receive more detailed direction
in selection and execution of a project, whereas a Ph.D. student should develop the capacity to
work more independently and be able to select, plan and execute projects entirely independently.
An M.Sc. graduate should have some background knowledge and technical skills in a narrow area
of research and should be competent to conduct future related research under direction. A Ph.D.
graduate should have a broader knowledge and be able to function as an independent researcher
capable of providing the above direction.
A consequence of the above philosophy is that primary emphasis is placed on hands-on research
with minimal course requirements serving to provide background and enhance breadth of
knowledge.
BIOLOGY GRADUATE PROGRAM & DEPARTMENT OF BIOLOGY
The Graduate Program in Biology is a unit of the Faculty of Graduate Studies (FGS) and
consequently is under the authority of the Dean of the Faculty of Graduate Studies and her/his
associates. The Program Director is appointed by the Dean of the Faculty of Graduate Studies to
oversee the Program and is theoretically independent of the Biology Department, which is a unit
of the Faculty of Science. However in practice, the Program Director has always been
recommended by the Chair of the Biology Department to the Dean of the Faculty of Graduate
Studies. There is a very close working relationship between the Chair, the Program Director, the
Dean of Science, the faculty members of the Graduate Program and the Undergraduate
Department which are essentially the same group of people, with the exception of the faculty
members whose primary graduate program is not biology, and the Adjunct faculty members.
Consequently, the differences between the Program and the Department are almost imperceptible.
Nevertheless, any questions pertaining to the Graduate Program should be routed to the Program
Director, not the Chair of the Department, with the exception of Teaching Assistantship
allocations, which are assigned by the Chair or his/her designate.
2
ROLE OF GRADUATE PROGRAM DIRECTOR, GRADUATE COMMITTEE &
GRADUATE ASSISTANT
The Graduate Program Director is responsible for the overall operation of the Graduate
Program. This includes acceptance of students, appointment of Supervisory and Examining
Committees, course offerings and general problem solving.
The Graduate Committee, the Executive Committee of the Graduate Program, assists the
Program Director in a number of functions. It is composed of the Program Director plus four
faculty members appointed annually by an elected departmental committee, and a graduate
student elected annually by the Association of the Graduate Students in Biological Sciences
(AGSBS). One of the most important activities of this Committee is the program ranking of
applicants for the Natural Sciences and Engineering Research Council of Canada (NSERC)
Scholarships, Ontario Graduate Scholarships and various other scholarships.
The Graduate Program Assistant assists the Graduate Program Director and is responsible for
the routine record keeping and general running of the program. All questions pertaining to
records, change of status and general procedures which require completion of relevant forms
should be discussed with her.
SUPERVISORS AND SUPERVISORY COMMITTEES
Role of Supervisors
It is the Supervisor's job to guide a student's selection of a suitable project and courses, provide
the essential intellectual, financial, technical and space support necessary to successfully
complete the project, and finally to assist in the preparation of a defensible thesis/dissertation and
research papers derived from the research. In this role, the Supervisor is obviously the prime
helper, provider and defender and thus the first person with whom a student should discuss
his/her work and any related problems. However, a Supervisor also has the responsibility of
evaluating the student's progress to ensure that it is satisfactory and that the thesis/dissertation
will be an acceptable, high quality, piece of work. Consequently, a Supervisor is always in a
conflicting situation being both advocate and judge. There is always the potential for the
Supervisor to make unreasonable demands of the student's performance, or conversely to be
insufficiently demanding in the interests of peaceful coexistence. These potential problems are
one of the reasons for the existence of the Supervisory Committee.
Supervisory Committee Composition FGS: http://www.yorku.ca/grads/current_students/thesis_dissertations_index.html
The Supervisory Committee member(s) are selected by the Biology Graduate Committee to be as
close to the student's area of research as possible yet they are remote from the student and
Supervisor in having no direct financial or academic involvement. Consequently, they can be
more objective in assessing the project and the student's progress. Supervisory Committee
members are appointed in the Faculty of Graduate Studies at York University.
3
Biology MSc Supervisory Committee Composition The Supervisory Committee for MSc students will consist in most cases of the Supervisor and
one Committee Member. Both the supervisor and the committee member must be members of
the Biology graduate program. If an MSc student is supervised by a Biology graduate faculty
member whose primary graduate program is not Biology, the other Supervisory Committee
member must be from the Biology Department. Where students are co-supervised, the
Supervisory Committee will consist of the co-supervisors plus one Committee Member. Usually
the co-supervisor is a member of the Biology graduate program, however he/she can be a member
of another graduate program at York University.
Biology PhD Supervisory Committee Composition The Supervisory Committee for PhD students consists in most cases of the Supervisor and two
Committee Members. Both the supervisor and the supervisory committee members must be
members of the Biology graduate program. If a student is supervised by a Biology graduate
faculty member whose primary graduate program is not Biology, at least one member of the
Supervisory Committee must be from the Biology Department. Where students are co-supervised,
the Supervisory Committee will consist of the co-supervisors plus two Committee members.
Usually the co-supervisor is a member of the Biology graduate program, however they can be a
member of another graduate program at York University.
Role of Supervisory Committee
The role of the Supervisory Committee is to provide
(a) extra independent assessment of the research work including the thesis/dissertation,
(b) additional expertise to assist in the guidance of the research project, and
(c) a buffer in the event of conflict between Supervisor and student.
One of the tasks that must be undertaken by the members of the Supervisory Committee is that of
reading a student's thesis/dissertation prior to recommendation for oral examination. This step in
the thesis/dissertation submission process was introduced to prevent a shoddily prepared
thesis/dissertation from reaching Examining Committees and to indicate whether there are aspects
in the thesis/dissertation that deserve special attention.
The Supervisory Committee members must ensure that the thesis/dissertation is acceptably
presented. The writing should be clear, the text essentially free from errors and the figures clear
and properly referred to and the title acceptable. These elements constitute in a sense the
mechanical aspect of the thesis/dissertation.
A second function is to prevent the inclusion of any glaring scientific errors. This does not mean
that the reader must necessarily agree with the interpretation of data, but that the hypotheses
offered are defensible. It is up to the student to defend his/her position. In approving a
thesis/dissertation it might be useful for the committee member to state whether the
thesis/dissertation is fine as received or will be fine with modifications. The list of modifications
should go to the student. Approval for examination however does not necessarily mean final
acceptance of the thesis/dissertation, only that it is deemed to be examinable.
Additional information about FGS Graduate Supervisory Principles, Policies and Practices can be
found at the following website:
4
http://www.yorku.ca/grads/policies_procedures/thesis_dissertations_index.html
To establish a supervisory committee or to request a change of any member of the committee
Use Supervisor or Supervisory Committee Approval Form
found at: http://www.yorku.ca/grads/forms.html
Biology Recommended Time to Set Up of Supervisory Committees &
Guidelines for Periodic Meetings with the Supervisory Committees
(1) Supervisory committees for new students should be set up as soon as possible after the
student registers and not later than the end of the first term of registration. When
committee is formulated, fill out the Supervisor & Supervisory Committee Approval
Form and submit to the Graduate Assistant to forward to the Faculty of Graduate Studies
for approval.
(2) New students should meet with their Supervisory Committee no later than the end of the
first term of registration.
(3) Every student should meet with his/her committees approximately twice a year.
(4) Students planning to complete their degrees should keep their committee up-to-date so
that no one has any surprises.
(5) The Supervisor & Supervisory Committee Approval Form to be filled out immediately
after the Supervisory Committee is finalized.
Faculty of Graduate Studies regulations state that a supervisor must be recommended by the
appropriate Graduate Program Director for approval by the Dean of Graduate Studies no later
than the end of the fifth term of study (end of second term of PhD 2). Students will not be able to
register in the seventh term of study (the onset of PhD 3) unless a supervisor has been approved.
This is not relevant in Biology, since we only accept students who have a supervisor.
A Supervisory Committee must be recommended by the appropriate Graduate Program Director
for approval by the Dean of Graduate Studies no later than the end of the eighth term of study
(end of second term of PhD 3). Students will not be able to register in the tenth term of study
(the onset of PhD 4) unless a supervisory committee has been approved by the Faculty of
Graduate Studies.
5
ROLE OF ADJUNCT PROFESSORS
Students co-supervised by adjunct professors may find themselves subject to a number of
conflicting demands, particularly in cases where the adjunct faculty member is not based on
campus. Nevertheless, as members of the Biology Program these students are expected to
participate in the academic activities of the program. This will entail attending formal courses,
instructing undergraduate laboratories, attending seminars (formal and informal events) and
actually performing their research activities associated with input from a full program faculty
member whenever possible.
As a minimum, such students should spend an average of two days a week at the University
during the fall/winter terms, preferably with a "home base" in the York co-supervisor's
laboratory. These regulations would be agreed upon by the adjunct and co-supervisor before
students are accepted. It should be noted that these guidelines will apply to full-time students
only.
6
FACULTY OF GRADUATE STUDIES INTELLECTUAL PROPERTY
http://www.yorku.ca/grads/current_students/intellectual_property.html
The Faculty of Graduate Studies recognizes the mission of the university to seek, preserve, and
disseminate knowledge and to conduct research in a fair, open, and morally responsible manner.
In such regard, the Faculty of Graduate Studies believes that intellectual property rights are
divided among several interests, and that the rights and obligations of various claimants should be
specified, fairly regulated, and that disputes arising may be mediated. All parties students and
faculty are expected to behave in an ethically appropriate manner beyond their immediate
graduate student/supervisory relationship, to encompass intellectual property rights,
dissemination of research data, and in making decisions on authorship and publication of joint
research.
Because of the varied cultural aspects and practices that differ among the graduate programs,
each program is responsible for enacting and enforcing this policy of appropriate ethical practices
on intellectual property rights, in accordance with the basic tenets of the general principles found
in the Faculty of Graduate Studies Report on Intellectual Property (February 1995). Programs
which choose not to enact their own specific policy are bound by the Faculty Policy on
Intellectual Property for Graduate Programs.
Application of the Faculty of Graduate Studies Intellectual Property Policy The purpose of this section is to allow programs to enact a variant policy, to take into account
normative practices and procedures of a discipline that may not be adequately described in the
Faculty Policy on Intellectual Property for Graduate Programs. Programs will have an
obligation to inform their students and faculty of the existence of the program policy, and
especially of the nature of any special conditions, or of the Faculty Policy on Intellectual
Property for Graduate Programs, if a program does not elect to formulate their own policy.
In the production of a program policy, no program may impose unreasonable or unusual
conditions on any student or faculty member as a condition of admission to, or participation or
teaching in a program. Furthermore, no individual agreement between a faculty member and a
graduate student will impose unreasonable or unusual conditions on the student.
To ensure that the unequal power and influence of the faculty member in the supervisor/student
relationship does not overwhelm the student, the Executive Committee of the Graduate Program
will review all individual agreements to ensure that this condition is respected. The policy of each
program must ensure that the Executive Committee of the Graduate Program may annul any
individual agreement, and/or ask for redrafting of an agreement, where they consider that this
condition has not been respected.
The program policy will be entitled 'Intellectual Property Policy of the Graduate Program in
..............', and must be submitted to the Faculty of Graduate Studies for approval by the
Executive Committee and Council within three months after approval of the Faculty Policy on
Intellectual Property for Graduate Programs.
7
The Faculty Policy For Graduate Programs On Intellectual Property Relationships
Between Graduate Students And Their Supervisors The following clauses, concerning authorship, publication and individual agreements, relating to
graduate students and their supervisors, are to serve as the Faculty Policy on Intellectual Property
for Graduate Programs who wish to devise their own policy, principles and practices. Clauses 1
through 15, either in their entirety or reworded, must be included in all Graduate Programs'
policies. If clauses are reworded, the programs must ensure that the spirit of the Faculty wording
is encompassed. The clauses may be augmented if the programs so wish. All program policies,
which will be expected to have an appropriate preamble, are subject to the approval of the Faculty
of Graduate Studies Executive Committee and Council.
Authorship 1. Authorship can only be credited to those who make substantial intellectual contributions to a
piece of work. Accepting the addition of an author who has not made a significant intellectual
contribution to the piece of work is not ethical for authors.
2. Authors accept not only credit but also responsibility for their work and, in particular, for
ensuring that the work conforms to appropriate standards of Academic Honesty.
3. Generally, the order of authors' names in a publication should reflect the substance of their
relative contributions to the work, with priority going to those who made the greatest or most
significant contribution. Supervisors should discuss the issue of authorship, and what factors may
determine the final order of authorship, normally before commencing the work.
4. Where the major substance or data of a coauthored publication is based on a portion of a
graduate student's work, the student will normally be the first author. The supervisor, or joint
authors should be prepared to offer a rationale in cases where the student is not listed as the first
author. Where the work has been written up in a dissertation or thesis or paper before the
research is published, the publication will normally cite the dissertation, thesis, or paper on
which it is based.
5. Anyone otherwise entitled to be acknowledged as a coauthor may forfeit that right if they leave
the project before substantially completing it. In such cases their contribution to the work shall
nonetheless be acknowledged in an appropriate manner by the author(s), for example in the
acknowledgements section of the publication.
6. Providing financial support for a student's dissertation, thesis, or research paper is not, in
itself, sufficient to warrant authorship. Only where intellectual input is provided beyond financial
support, should co-authorship be considered.
7. Supplying minor editorial work for a student's dissertation, thesis, or research paper is not, in
itself, sufficient to warrant co-authorship.
8. If a student is employed as a Research Assistant in circumstances where the work done in the
course of that employment is not intended to and does not in fact become part of work done for
the degree requirements, then the student may not normally claim co-authorship and does not
own the data, except through a prior agreement that is consistent with the general principles
above.
9. If a student is employed as a Research Assistant in circumstances where the work done in the
course of that employment becomes part of the thesis/dissertation/research paper, the student
may, at a minimum, claim co-ownership of the data but as the author of the thesis/
dissertation/research paper owns the overall copyright.
8
Publication 10. The university has an important duty, grounded in the public interest, to seek, preserve and
disseminate knowledge. Therefore, authors should attempt to publish their work in a timely
fashion. In cases where work must be kept confidential and unpublished for a time, the period of
delay should normally be no more than one year from the date of acceptance of a thesis or
dissertation, and should in no circumstances extend beyond two years from that date.
11. Publications by graduate students and faculty must give full and proper acknowledgment to
the contribution of other students or faculty, or others to their work, notwithstanding that such
contribution may not warrant authorship. Such contributions should be substantial, in
accordance with the particular discipline, and may include items such as original ideas that led
directly to the research work, or requested commentary that resulted in significant changes to the
research.
12. Normally, all co-authors or co-owners of the data need to concur in publishing or presenting
the work. Co-authors should agree to the time or place of presentation or publication of their
jointly authored work prior to the presentation or publication, but such agreement should not be
unreasonably withheld. The inability of the author(s) to contact another co-author prior to
presentation at a meeting or seminar should not prevent work from being publicly disseminated,
provided they make reasonable efforts to contact all contributors to obtain prior agreement.
13. To verify research materials or data, there must be provisions for access. Supervisors and
sponsors may, with agreement of the student, retain the original materials provided. Under such
circumstances students shall normally be presented on request with complete and usable copies
of those materials.
14. Where there has been significant substantive and intellectual contribution by the supervisor
to the research, the intellectual property eminating thereof shall normally be the joint property of
graduate students and their supervisor or sponsor for the masters or doctoral project in which
the materials were created. When the physical research materials embody intellectual property,
the student should have reasonable access to this material. Agreements concerning research
materials and data should be made, where possible, before the commencement of research.
15. Students shall not use in their dissertations, theses or papers data or results generated by
someone else without first obtaining permission from those who own the materials.
Individual agreements Students and faculty may enter into individual agreements that modify their intellectual property
rights. If they do so, the provisions of clauses 16 through 19 below must be observed.
16. Individual agreements should specify any financial relations and associated rights and
obligations, provisions for ownership and control of original data and research materials,
authorship, publication, and presentation.
17. All individual agreements must explicitly state that they are subject to applicable Collective
Agreements and all University regulations in force at the time.
18. All individual agreements must be completed within four months of a student starting a
significant portion of the research for a thesis or dissertation, or within four months of the
student joining a laboratory. In the case for students joining a specific laboratory to undertake
research with a specific supervisor, the supervisor should indicate prior to the arrival of the
student the nature of any agreement expected to be entered into between the supervisor and the
student.
19. All individual agreements will be reviewed by the Executive Committee of the Graduate
Program to ensure that the agreement does not impose any unreasonable or unusual conditions
9
on the student. The Executive Committee of the Graduate Program may annul any individual
agreement or ask for redrafting where this condition has not been respected.
Education and Information Education is a most powerful tool to promote appropriate ethical behaviour in the graduate
student/supervisor relationship, especially concerning intellectual property rights, dissemination
of research data, authorship, and publication of joint research. Moreover, a suitable educational
session to inform graduate students of their rights and obligations concerning intellectual property
and associated aspects would go a long way to ensuring that potential conflicts are eliminated
before intervention is required. Therefore, graduate programs should present an educational and
information session to incoming graduate students on such matters as part of their orientation. To
assist in this task, graduate programs should use the section of the report of the Task Force on
Intellectual Property entitled "Intellectual Property and the Graduate Student at York", and
ensure that copies of this section are provided to all new faculty and incoming graduate students.
Furthermore, the Graduate Programs would find an educational session useful to continually
update faculty members on what documentation may or should be included in appropriate
individual agreements. To ensure that the educational session is held, Graduate Programs are
required to include in their intellectual property policy the following statement:
That Graduate Program in ...... will normally hold an information session on ethical aspects
of research including intellectual property rights, and related issues, during the orientation
session for new incoming graduate students. All new students and faculty will be provided
with copies of the most recent edition of the document entitled "Intellectual Property and
the Graduate Student at York."
Dispute Resolution In such a complex area, disputes may arise even among people of good will, for example, out of
conflicting understandings of fact, or interpretations of the law, Faculty or program regulations,
or individual agreements.
The primary role of the Faculty of Graduate Studies should be to provide general directives and
principles governing the graduate student/supervisory relationship, to educate and inform parties
about their rights and appropriate behaviour, and to assist parties in mediating disputes. The latter
imply that the parties can probably come to a voluntary and informed agreement between
themselves. Generally, the imposition of resolutions by a Faculty or by arbitrators is far less
satisfactory. Therefore, the following mediative process is suggested as a means of resolving
disputes.
In disputes arising out of Program Policies or Individual Agreements, parties should initiate a
complaint in writing, and bring it to the attention of the Program Director of the Program in
which the student is enrolled, with a copy to the Dean of the Faculty of Graduate Studies.
The Program Director should arrange an informal meeting of the parties to discuss the substance
of the dispute, the possibility of negotiating an agreement at the Program level, and to determine
the necessity of approaching the Faculty for assistance. At the meeting, the parties shall be
informed that they may at their own expense, seek legal remedy. At any point, if any party
chooses to proceed in law, the mediative role of the Program or Faculty shall end.
10
If the parties choose to proceed to mediation, a mediator acceptable to the parties, preferably from
outside the graduate program will be used, unless all parties agree to mediation by the Program
Director. In cases where the nature of the dispute involves a requirement for technical knowledge
of the matter, the Program Director may form a hearing committee consisting of her/himself and
necessary experts in the subject matter who preferably come from outside the graduate program.
In assisting the parties in mediation, the Program Director or mediator must have regard to the
fact that students and faculty generally stand in a relation of unequal power, and thus ensure that
any agreement reached is consistent with the general principles of the report of the Task Force on
Intellectual Property.
If the dispute cannot be settled by mediation within the Program, and on request of the parties, the
Dean of the Faculty of Graduate Studies or his or her representative shall review the initial
attempt at mediation, and if warranted may proceed with a new attempt at mediation, subject to
the same conditions as stated above. In matters outside of ownership of intellectual property, the
Faculty may direct how a settlement should be reached.
FACULTY OF GRADUATE STUDIES ACADEMIC REGULATIONS
Faculty of Graduate Studies Regulations can be found at
http://www.yorku.ca/grads/policies_procedures/faculty_regulations.php?id=0
General Information (copied from the above website)
Disclaimer
This Graduate Calendar (which is published on an annual basis in electronic form, normally
under the heading Faculty of Graduate Studies academic regulations) is intended to assist readers
to understand the academic and administrative structure and policies and procedures of the
University, and to describe the academic programs offered. By the act of registration each student
becomes bound by the policies and regulations of York University, including the Faculty in
which the student is registered. Students are responsible for familiarizing themselves with the
general information, rules and regulations contained in the Graduate Calendar, and with the
specific information, rules and regulations of the Faculty or Faculties in which they are registered
or enrolled or seek registration or enrolment, as well as the specific requirements of each degree,
diploma or certificate sought. It is the student‘s responsibility to ensure that the courses chosen
are appropriate to the program requirements.
York reserves the right to make changes in the information contained in the Graduate Calendar
without prior notice. Not every course listed in the Graduate Calendar will necessarily be offered
in any academic year. York reserves the right to limit the number of students who enrol in any
program or course. While reasonable efforts will be made to offer courses as required within
programs, admission to a program does not guarantee admission to any given course.
If there is an inconsistency between the general academic regulations and policies published in
the Graduate Calendar and such regulations and policies as established by resolution of a Faculty
or of the University Senate, the version of such material as it is established by a Faculty or the
University Senate will prevail.
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York University disclaims all responsibility and liability for loss or damage suffered or incurred
by any student or other party as a result of delays in or termination of its services, courses, or
classes by reason of force majeure, fire, flood, riots, war, strikes, lock-outs, damage to University
property, financial exigency or other events beyond the reasonable control of the University.
York University disclaims any and all liability for damages arising as a result of errors,
interruptions or disruptions to operations or connected with its operations or its campuses, arising
out of computer failure or non-compliance of its computing systems.
Applicability
Unless stated otherwise for students enrolled in particular graduate programs, the academic
policies and regulations of the Faculty of Graduate Studies generally apply to all students
enrolled in graduate programs at York University. They specify the minimum requirements for
the award of master‘s and Doctoral degrees. In a number of instances individual graduate
programs have additional requirements. These additional or more stringent requirements take
precedence over the general Faculty Regulations.
Normally, all students are subject only to the Faculty policies and regulations and the appropriate
additional graduate program requirements, if any, which were in effect when they first enrolled in
a graduate program as a candidate for a master‘s degree or a Doctoral degree.
Academic Accommodation for Students with Disabilities
Senate Policy stipulates that York University, including the Faculty of Graduate Studies, shall
make reasonable and appropriate accommodations and adaptations in order to promote the ability
of students with disabilities to fulfill the academic requirements of their programs.
The nature and extent of accommodations shall be consistent with and supportive of the integrity
of the curriculum and of the academic standards of programs or courses.
Provided that students have given sufficient notice about their accommodation needs, instructors
shall take reasonable steps to accommodate these needs in a manner consistent with the
guidelines established hereunder.
'Disabilities' shall be defined as those conditions so designated under the Ontario Human Rights
Code in force from time to time, and will in any event include physical, medical, learning and
psychiatric disabilities.
Guidelines with respect to this policy can be found here:
http://www.yorku.ca/secretariat/policies/.
Further information is available on the Counselling & Disability Services website, which can be
found here: http://www.yorku.ca/cds/index.html.
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Academic Petitions and Appeals
Any graduate student may petition through their program office to the Faculty of Graduate
Studies for the waiving of one or more of the academic regulations and/or other requirements of
the graduate program or of the Faculty of Graduate Studies. Procedures with respect to academic
petitions and appeals of petition decisions are available in the Academic Petitions and Appeals
section of the Faculty of Graduate Studies academic regulations.
Grade Reappraisals
Grade reappraisals in the Faculty of Graduate Studies are governed by the Senate Principles
Regarding Grade Reappraisals. Procedures with respect to grade reappraisals are available in the
Graduate Courses and Grading section of the Faculty of Graduate Studies academic regulations.
Academic Honesty
Students in the Faculty of Graduate Studies are expected to conform to strict standards of
academic honesty as specified in the Senate Policy on Academic Honesty, which can be found
here: http://www.yorku.ca/secretariat/policies/. A lack of familiarity with the Senate Policy on
Academic Honesty on the part of a student does not constitute a defence against their application
to him or her.
Any breach of academic honesty is a serious offence to both the University community and the
academic enterprise. Any suspected breach of academic honesty, no matter how small it may
appear, requires investigation. The Faculty of Graduate Studies has established complementary
procedures specific to the investigation and resolution of alleged violations of the Senate Policy
on Academic Honesty. These procedures can be found here:
http://www.yorku.ca/grads/policies_procedures/academic_honesty.html
Code of Student Rights & Responsibilities
York University‘s Code of Student Rights & Responsibilities applies to non-academic student
conduct. Academic student conduct is governed by Senate and Faculty policies and is beyond the
scope of the Code of Student Rights & Responsibilities. Information regarding the Code of
Student Rights & Responsibilities can be found here:
http://www.yorku.ca/oscr/studentconduct.html
Access to Records and Protection of Privacy
Access to student records is governed by York University's Policy on Access to Information and
Protection of Privacy and complies with the Freedom of Information and Protection of Privacy
Act.
By applying for admission to York University and by enrolling in a program at the University,
students consent to the collection of their personal information by York University for
educational, administrative and statistical purposes. The information is needed to process their
admission application and their enrolment and registration in academic programs; to record and
track their academic progress; to provide the basis for awards and governmental funding and for
13
related recordkeeping purposes. Students agree that all information and documentation submitted
to the University in support of an application for admission, counselling and disability services,
residence accommodation or financial award, or any petition or appeal, becomes the property of
the University.
York University may be required to disclose student information in situations where the
University is required to comply with the law; as part of law enforcement investigations or
proceedings; in situations where personal student health or safety is of concern, or; in
compassionate circumstances.
An electronic record of students' achievements at the University is preserved permanently, but all
other documentation contained in students' files may be destroyed in accordance with the
University‘s records retention policies.
Senate, University and Presidential Policies, Procedures and Regulations
A full listing of Senate, University and Presidential Policies, Procedures and Regulations is
available on the York Secretariat website, which can be found here:
http://www.yorku.ca/secretariat/policies/.
Please make sure you familiarize yourself with the rest of the information found at the FGS
Faculty Regulations website.
ACADEMIC HONESTY
http://www.yorku.ca/grads/policies_procedures/academic_honesty.html
What is "academic honesty": and why it is important?
How to avoid academic dishonesty
Whom to talk to about options and support
What is the process if there is a suspected breach of academic honesty
What is "academic honesty" and why it is important?
York University's Senate Policy on Academic Honesty is an expression of the academic conduct
appropriate to and expected of students studying and researching in Academe. These
expectations, particularly with respect to plagiarism, are grounded in a principle and practice that
forms the basis of the academic enterprise—namely, that the work one submits for evaluation is
the product of one's own original ideas, and that any material that belongs to someone else,
because he or she first produced and/or presented it, must be properly referenced and cited. If
there is no way for a reader to tell which words and ideas are those of the author and which are
those of others, then the work demonstrates plagiarism. It loses its integrity as a document of
original scholarship and is academically dishonest.
14
How to avoid academic dishonesty
York‘s Academic Integrity Tutorial is designed to test and inform students about academic
integrity expectations and what to keep in mind in order to avoid academic dishonesty. At York
University, a foundational expectation is that students are aware of and respect the principle of
proper representation in one's work, including how to avoid plagiarizing the work of others.
Relative to the existence of misrepresentation in work that has been submitted for evaluation
(which includes drafts) as one's own, intention does not matter. Simply put:
If work containing misrepresentation is submitted for evaluation, then one is responsible
for the misrepresentation, regardless of intent.
There are a number of citation styles that describe in detail how to reference and cite the work of
others properly in one's own work. Graduate students are responsible to ensure that they are
aware of and properly follow an appropriate citation style. Uncertainty about which citation style
should be followed can be cleared up by consulting with one‘s course director or program
director.
The York University Libraries Graduate Student Library Guide provides a number of useful
resources, including links to the guides for the most popularly used citation styles, access to
RefWorks (which is a web-based bibliographic management/citation manager tool), and links to
research and writing guides. The York University Libraries also offers a Guide for International
Students which is intended to help international and exchange students find information about
resources and services available at the Libraries.
Whom to talk to about options and support
Academic honesty, particularly plagiarism, concerns the existence of misrepresentation in work
submitted as one's own. It does not address intention or cause. Although intention does not matter
in relation to the existence of misrepresentation in work that has been submitted as one's own, it
does relate to the honesty and integrity of one's character. The intentions behind one's conduct are
implicated, for honesty is an activity, a choice. Graduate students are often faced with
pressures—from competing timelines to personal issues to feeling or being unprepared to perform
at the expected level—which may lead one to choose to act in a way that is academically
dishonest. It is important to know that there are a number of choices one can make rather than a
dishonest one, and that there are people who you can speak with about making these choices.
The Graduate Students' Association (325 Student Centre, 416-736-5865, [email protected])
can provide support, including information and confidential advice about coursework
extension and leave options available to graduate students.
Even if the deadline for submission of an assignment or piece of work is at hand, talk to
the professor about an extension. Explain your situation honestly and fully. There is no
shame in asking for assistance.
Graduate Program Directors are there to provide students with advice, guidance and
support, and can be of particular assistance if conversations with individual course
directors or supervisors have not been fruitful. If an extension of an assignment or piece
of work will not provide the necessary relief, one option is to speak with the program
15
director about a leave of absence. There a number of different kinds of leaves, as outlined
in the Registration section of the FGS Academic Regulations, which can be found here
Counselling & Disability Services (CDS) provides a range of services, from personal
counseling to support (including requests for academic accommodation) for students with
disabilities. More information about CDS can be found here
The Writing Department offers group workshops that focus on major elements of
effective academic writing. More information about the workshops can be found here.
As mentioned above, the York University Libraries offers a range of resources related and
relevant to academic honesty.
What is the process if there is a suspected breach of academic honesty?
The Faculty of Graduate Studies Procedural Guidelines provide a detailed description of the
investigation and hearing process. The FGS Procedural Guidelines are consistent with those
specified in the Senate Policy on Academic Honesty. For ease of reference, the numbering used
in the Procedural Guidelines is consistent with the numbering used in the Senate Policy.
Students suspected of a breach of academic honesty will be invited to attend an exploratory
meeting, which is normally chaired by the Graduate Program Director. The exploratory meeting
is intended "[…] to determine whether or not there are reasonable and probable grounds to
proceed with a charge of breach of academic honesty" ("Senate Policy on Academic Honesty."
York University Secretariat. York University, n.d. Web. 9 Apr, 2012.). Although the meeting is
intended to be exploratory in nature, it is a formal stage in the investigation/hearing process and
should be treated seriously. At the exploratory meeting students will be presented with the
evidence that led to the complaint and will be expected to respond to the suspected breach of
academic honesty. Given the significance of the exploratory meeting in the investigation/hearing
process, students may be accompanied by someone who can offer support and comfort, as well as
act as a witness to the meeting.
As it is a formal stage of the investigation/hearing process, the expectation is that the exploratory
meeting will result in one of the following four outcomes, which will be reported by the Chair of
the exploratory meeting (normally the Graduate Program Director) to the Faculty of Graduate
Studies Appeals & Academic Honesty Committee. Except in cases where the student and
program reach agreement that no breach of academic honesty occurred, a confidential record of
the investigation/hearing will be kept in the Office of the Dean, Graduate Studies. The Graduate
Students' Association (325 Student Centre, 416-736-5865, [email protected]) can provide
confidential advice and support to students who would like to speak to a third party prior to the
exploratory meeting.
The four exploratory meeting outcomes are:
A student admits to a breach of academic honesty and reaches agreement with the
program with respect to recommended penalty. The Faculty of Graduate Studies Appeals
& Academic Honesty Committee will either accept the recommended penalty, or arrange
for a formal hearing in cases where they are not convinced that the agreed–to penalty is
appropriate or the breach is a second or subsequent incident by the student.
16
A student admits to a breach of academic honesty but does not reach agreement with the
program with respect to recommended penalty. The Faculty of Graduate Studies Appeals
& Academic Honesty Committee will arrange for a formal hearing.
A student does not admit to a breach of academic honesty but the program concludes that
sufficient grounds exist to proceed with a formal charge. The Faculty of Graduate Studies
Appeals & Academic Honesty Committee will arrange for a formal hearing.
A student and program reach agreement that no breach of academic honesty occurred.
The exploratory meeting reporting forms can be found here.
Although the expectation is that the exploratory meeting will result in one of four outcomes
described above, students should not feel coerced to agree to something which they do not
believe. At the same time, however, it is important to keep in mind that a breach of academic
honesty, particularly plagiarism, concerns the existence of misrepresentation in work submitted as
one's own and does not address intention or cause.
In cases where a formal hearing is the outcome of the exploratory meeting, the evidence provided
to the Faculty of Graduate Studies Appeals & Academic Honesty Committee will include the
exploratory meeting report submitted by the meeting Chair. If a student has not accepted
responsibility and admitted to the breach of academic honesty, the role of the committee first will
be to determine whether or not there was a breach of academic honesty. If a student has accepted
responsibility and admitted to the breach of academic honesty, the role of the committee will be
to determine the appropriate penalty.
Students will be invited to attend the formal hearing, and may be accompanied by someone who
can offer support and comfort. The Graduate Students' Association (325 Student Centre, 416-736-
5865, [email protected]) can provide confidential advice and support to students who would like to
speak to a third party prior to the formal hearing.
Any penalty recommended at or agreed to at the exploratory meeting is subject to review and
approval by the Faculty of Graduate Studies Appeals & Academic Honesty Committee. In its
review of jointly recommended penalties, as well as consideration of penalties following a
finding of academic misconduct at a formal hearing, the Senate Policy directs the committee to
consider a number of factors, including the extent of the violation, the student's academic
background, and any extenuating circumstances that may help explain the breach including the
extent to which these circumstances should inform the penalty. Determination by the committee
of the "appropriateness" of penalty will include consideration of both the unique circumstances of
each case and consistency with respect to the range of penalties given for similar types of
breaches.
For further information about the investigation/hearing process, please contact:
Sarah Hildebrandt, Academic Affairs Officer
Office of the Dean, Faculty of Graduate Studies
416-736-2100, ext. 66958
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BIOLOGY POLICY ON FIELDWORK SAFETY
All graduate students must read and sign the Biology Graduate Program Policy on Fieldwork
Safety Guidelines even if research work is not carried out in the field. Non-York University
functions (e.g. conferences, meetings, other university laboratory visits, etc.) that the graduate
student is anticipated to attend are also considered ―fieldwork‖.
In addition, students who actually carry out field related research work are required to fill out
each season the Graduate Student Research Risk Assessment Check-List prior to fieldwork
departure. A copy of the Risk Assessment Check-List will be submitted to the Faculty of
Graduate Studies with the Fieldwork Cost Fund Application (if applicable). Students are
reminded that an Academic Petition to Study at a Location Other than York must be filled out
each time a student departs for field work. This must be done at least 8 weeks prior to fieldwork
departure.
The signed forms are to be given to the Graduate Assistant to be kept on file.
18
YORK UNIVERSITY
BIOLOGY GRADUATE PROGRAM
POLICY ON FIELDWORK SAFETY (Approved by Biology Graduate Committee, December 5, 2000)
1. The purpose of the Policy on Fieldwork Safety is to safeguard the health and safety of
graduate students engaged in research activities in the field.
2. The Policy applies to all field research, including projects conducted at sites on
university property and work at field sites in Canada and other countries, whether for
short or extended periods of time.
3. Students planning to undertake field research shall familiarize themselves with the health
and safety requirements in the sections below. Additional health and safety requirements
may be specified by a graduate student‘s Supervisor, as appropriate.
4. Before beginning their field research, students shall sign the attached Acknowledgement
and Release and submit them to the Biology Graduate Assistant.
5. While York University endeavors to ensure that all necessary precautions are taken, final
responsibility for a graduate student‘s health and safety resides with her or him.
HEALTH AND SAFETY REQUIREMENTS
A. Travel to the Field Site
1. Students using their own vehicles to travel to the field site shall have a valid driver‘s
license and current vehicle insurance. The vehicle shall be in good mechanical condition.
2. Students who are designated drivers in vehicles made available by York University shall
have an appropriate driver‘s license and shall drive responsibly and safely.
B. Basic Behaviour in the Field
1. Students shall behave responsibly during all working and non-working periods in the
field. If a student behaves in an irresponsible manner, he or she may be asked to return
to York University.
2. Students shall observe the laws and customs of the country/region in which they are doing
research.
3. During periods of instruction and/or research, students shall not use (or be under the
influence of) alcohol or recreational drugs.
19
C. Basic Safety Standards in the Field
1. Students shall ensure that they have adequate medical coverage for the country (or
countries) in which they are doing research.
2. Students shall familiarize themselves with the diseases endemic to the geographic areas
where they are doing fieldwork, and shall obtain the necessary inoculations or take other
precautions, where appropriate.
3. Students with severe allergies shall inform their Supervisors of their medical conditions
and shall equip themselves with the appropriate antidote kits.
4. Students with particular medical or dietary needs shall inform their Supervisors and carry
appropriate medicines or foods or arrange with their Supervisors for the provision of
appropriate medicines or foods.
5. Students shall familiarize themselves with their research area. When working in isolated
areas, students shall carry a map, compass and, if possible, a global positioning system
(GPS), and know how to use them. In less remote areas, students should carry cell
phones, if they are operational.
6. Students working in aquatic environments shall wear approved life preservers and follow
government regulations on boat safety as well as additional procedures required or
recommended by their Supervisor.
7. Students working in terrestrial or aquatic environments shall equip themselves with
clothing and footwear that are in good condition and suitable for the working area.
8. Students working in hunting areas shall be familiar with local hunting regulations and
shall wear flame orange vests during hunting season.
9. Whenever possible, students should travel and work in pairs or groups.
10. Students shall report all accidents as soon as possible to their Supervisor and to the
Biology Graduate Program Director.
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D. Basic Standards for Working Alone in the Field
Students will not normally be expected to work alone in the field. However, there may
be instances when a student will be alone at the field site. In such cases particular care must
be taken to satisfy the following conditions.
1. Students working alone in the field shall inform their Supervisor of their travel plans
including the anticipated time of their return to the base site.
2. When working alone, students shall carry a first aid/survival kit appropriate to the
hazards and extent of isolation.
3. Students shall carry a cell phone or use a portable telephone available on loan from
the York University Office of Safety Security and Parking, as appropriate.
4. Students traveling alone over water to reach the field site shall ensure that their boat
is equipped in accordance with the marine safety standards appropriate to the
waterway. Students conducting research on large bodies of water (e.g.,
The Great Lakes) shall not travel alone.
ACKNOWLEDGEMENT
I, ______________________________ acknowledge that I have read the foregoing Policy
on Fieldwork Safety and agree to abide by the health and safety requirements prescribed
therein.
I further acknowledge and agree that I will take full personal responsibility for my actions
while on field trips associated with teaching and research work at York University.
___________________________________ _____________________________
Signature Date
21
RELEASE
On my own behalf and on the behalf of my heirs, executors, personal representatives,
contractees and employees, I hereby release and forever discharge York University, its
officers and employees from any claims for loss, death, disability, delay or damage to
person or property or for any accident or illness howsoever arising which may be suffered or
incurred by me or by anyone claiming through me, during the period of, in consequence of,
or in any way related to fieldwork undertaken by me in connection with my studies at York
University.
Name: ______________________________ Signature:___________________________
Please Print
Date: ________________________________
Witnessed by: ________________________ Signature: ___________________________
I appoint the following person my Designated Next of Kin and authorize the University to
contact that person for or with information about me in my absence.
Name: ______________________________
Address: _________________________________________________________
_________________________________________________________
Phone: ______________________________
E-mail: ______________________________
22
GRADUATE STUDENT RESEARCH
RISK ASSESSMENT CHECK-LIST
GRADUATE PROGRAM IN BIOLOGY
YORK UNIVERSITY
(01/2001)
This check-list release form must be completed in full and signed by the student and his or her
supervisor. The check-list and release form are submitted to the Graduate Director along with
the student’s research proposal and ethics approval prior to departure to the field.
Personal risk in field research includes, but is not limited to, risks to physical health, mental health
and personal safety. Risk may arise in part because of the nature of the research itself or form the
climate, the political, social, economic, or cultural environment of the field research location; or
from race, gender, religious or cultural background of the researcher; or from the travel, living and
working conditions required for the field research. This risk assessment check-list will review with
you that you have taken the utmost care in limiting the degree of foreseeable risk in the research
setting.
NAME: _____________________________________________________
23
Risk Assessment
1. Have you ascertained the degree of personal risk in travelling to and within the country
where you will be conducting your proposes research?
Yes No
If Yes, please detail (e.g. Canadian Consulate‘s confirmation of safe or unsafe travel
Conditions. If No, please explain.
2. Have you ascertained if there might be personal risk incurred as a result of either your
gender, sexual orientation, race, religion, or national origin?
Yes No
If Yes, do you consider this risk to be (please circle one only)
HIGH MEDIUM LOW
3. As far as you are currently aware, will conducting your research pose a risk to you as
a result of the local political or economic climate?
Yes No
If Yes, please explain:
4. Is there a direct risk to your health at your field site?
Yes No
If Yes, please explain:
5. What mode of travel will you be using in the field?
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
6. Have you already arranged field site accommodations? If so, please describe briefly:
________________________________________________________________________
________________________________________________________________________
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Please complete the following checklist:
I have fully informed my next of kin of the risks associated with my proposed field
research.
I have provided my next of kin and the Graduate Program in _________ with a
complete itinerary of my travel plans (including carrier, dates, and flight numbers,
if applicable).
I have provided the Graduate Program in ____________ with the name and
contact information of my next of kin.
I have adequate health and accident insurance for the duration of my stay at my
field site.
I have attached copies of all documentation concerning receipt of all required
inoculations and personal medications.
I have signed the ―Undertaking and Release‖ Waiver Form.
NEXT OF KIN CONTACT INFORMATION:
Name: ________________________________________
Relationship: __________________________________
Phone Number: ________________________________
Fax Number: ___________________________________
E-Mail: ________________________________________
Mailing Address: ________________________________
________________________________________________
_________________________________________________
→ Signature of Graduate Student: __________________________________
Date: _____________________________________________
→ Signature of Supervisor: ________________________________________
Date: _________________________________________________________
25
UNDERTAKING AND RELEASE FORM
(01/2001) In consideration of being permitted to conduct field research in _______________
under the auspices of the Graduate Program in _______________, York University,
Toronto, Canada, I agree that I shall conduct the research in a responsible and
professional manner.
I have read the Graduate Program in _____________’s Policies and Procedures
Concerning Risk to Students Undertaking Field Research, I have completed and
Signed the Graduate Student Risk Assessment Checklist and I affirm that I have
conformed to the requirements set forth in those two documents. I undertake to
advise the Program Office of any changes in the arrangements for my field study.
I acknowledge that there may be certain dangers inherent in undertaking this
research in the proposed location(s) and I agree to take the risks associated with such
location(s).
I have fully informed my next of kin regarding all aspects of my proposed field
study, including the nature of any anticipated risks. I authorize the University to
contact my next of kin for or with information about me in my absence.
Name: __________________ Signature: ____________________________
Date: __________________ Witness:_____________________________
26
THESIS & DISSERTATION RESEARCH PROPOSAL
General
The Dean of the Faculty of Graduate Studies (FGS) requires that every student submit a Research
Proposal as soon as possible after he/she joins the Faculty. In the Biology Program, it would be
difficult for you to write an intelligent, informative Proposal until after you have completed your
background reading, chosen a project and initiated your laboratory/field work.
Various forms that need to be filled out in order to attach to the proposal prior to submission to the
Biology Program Office can be found at
the FGS website
http://www.yorku.ca/grads/
http://www.yorku.ca/grads/current_students/ethics.html
Biology Research Proposal Preparation Timing
MSc students should prepare their Proposal immediately after the first Progress Report Exercise, by
the end of May of their first year in the program.
PhD students can prepare their Proposal immediately after the PhD Preliminary Examination.
Two exceptions to these rules are:
Those students who plan to apply for Fieldwork Cost Fund, funding to subsidize their
fieldwork. These students should prepare their Proposal within the first two months of
September registration in the program.
Those students whose research involves human participants.
Students who will fall into this category must prepare their proposal before the research
work is initiated.
FGS Timing of Proposal Approval in Order for Defence Finalization
MSc thesis proposals must be forwarded for approval to the Dean of Graduate Studies not
less than three months prior to the date set for oral examination of the completed thesis.
Doctoral Dissertation proposals must be forwarded for approval to the Dean of Graduate
Studies not less than six months prior to the date set for oral examination of the completed
dissertation.
27
Research Proposal Not Involving Human Participants
Submit one copy of the Typed Research Proposal and the TD1 Form: Thesis/Dissertation Research
Proposal Submission Form, signed (e-mail, in lieu of signature accepted) by the members of the
student‘s Supervisory Committee approving the proposal.
If there is a relationship between the Proposal and Existing Approved Research/Facilities (e.g.
Research Involving Animals and/or Research Involving Biohazards), the student and supervisor
must fill out Project Supervisor‘s Confirmation Form (TD Form), and attach the various
University Committee approvals to the proposal and TD1 Form.
The various approvals are usually in the name of the Principal Investigator or supervisor.
Please ensure that the York University Animal Care Committee (ACC) and the York University
Advisory Committee on Biological Safety (ACBS) approvals are valid and have not expired at the
time when you submit your proposal.
Research Involving Human Participants (Funded by Faculty Research Grant)
If the research project involves human participants, the project cannot begin until the proposal is
approved by the Faculty of Graduate Studies.
FGS website re Ethics Forms,
http://www.yorku.ca/grads/current_students/ethics.html
If the research project will deal with human biological matter (human remains, cadavers, tissues,
biological fluids, embryos or foetuses), human participants (e.g. viewing participants‘ reactions to
certain stimuli, etc.) or secondary use of data involving human participants, students must
familiarize themselves with the SSHRC/NSERC/CIHR Tri-Council Policy Statement: Ethical
Conduct for Research Involving Humans, TCPS 2, found at the following website
http://www.pre.ethics.gc.ca/eng/policy-politique/initiatives/tcps2-eptc2/Default/
Submit one copy of the Typed Research Proposal and the TD1 Form: Thesis/Dissertation Research
Proposal Submission Form, signed (or e-mail) by the members of the student‘s Supervisory
Committee approving the proposal.
The student and supervisor should fill out Project Supervisor‘s Confirmation Form (TD4 Form),
re. Research Involving Human Participants and attach the your supervisor‘s University Human
Participants Review Committee (HPRC) Ethics approval to the proposal and TD1 Form.
In addition, please attach a copy of A TCPS tutorial certificate dated within the past 2 years.
Please ensure that the University Human Participants Review Committee (HPRC) approval is valid
and has not expired!
28
Format of Proposal
The Biology Proposal should be one or two thoughtful paragraphs (100-150 words). You can
submit your first progress report in lieu of the proposal (if applicable) which will probably be
longer than 100-150 words.
a) describing the objectives of your research project,
b) your experimental approach,
c) and the significance of your research to the field.
You should discuss the proposal with your supervisor before submitting it. Since the quality
of the proposal reflects on the Program as well as on yourself, it should be written with care.
29
SAMPLE: PLEASE USE FILLABLE FORM FOUND ON FGS WEBSITE
Form TD1: Thesis/Dissertation Research Submission (Please print clearly or type) Students must complete the top of this form and deliver it along with copies of completed
appropriate documents (as indicated below) to their program office.
Student_________________________________________ ID # ________________
Student Number Program _________________________________Degree__________Date ___________ Title of Research Proposal _________________________________________________________________________________ ________________________________________________________________________________________________________
Type of research
Documents to Submit
Please check one:
Program will forward the following to FGS, 230 York Lanes
No human participants
TD1 form
Proposal
TD 4 form (if involves animals or biohazards) + HPRC Approval Certificate
Human participants, minimum risk,
with written consent
Human participants, minimum risk,
with verbal consent
TD1 form
Proposal
TD2 form (original + 1 copy)
Informed consent documents (written or verbal script) (original + 1 copy)
TD3 form
TCPS Tutorial Certificate dated within last 2 years
Human participants, funded by faculty
research grant
TD1 form
TD4 form + HPRC Approval Certificate
Proposal
TCPS Tutorial Certificate dated within last 2 years
High risk or funded
TD1 form
Proposal
Completed appropriate HPRC package plus 6 copies (submit to FGS for forwarding to HPRC)
TCPS Tutorial Certificate dated within last 2 years
TD1 = Thesis/Dissertation Research Submission Form
TD2=York University Graduate Student Human Participants Research Protocol Form
TD3 = Informed Consent Document Checklist
TD4 = Statement of Relationship between Proposal and an Existing HPRC Approved Project
Graduate Program Director Recommendation:
I recommend to the Faculty of Graduate Studies approval of the proposal for the above student. The Supervisory Committee has reviewed the Research Proposal and has recommended it be submitted for approval.
Supervisory Committee (Please print/type) (If additional members are on the committee, please attach listing)
Member of York Graduate Program in (list program relevant to this supervision; See FGS Appointment list www.yorku.ca/grads/fmr.htm)
Date Supervisory Committee Approval (Please sign or attach e-mail indicating approval of proposal)
Supervisor:
Member:
Member:
Member:
A TCPS tutorial certificate dated within the past 2 years must be attached. _________________________________________ _______________________ Graduate Program Director Signature Date ______________________________________ ______________________
Associate Dean, FGS Signature Date TD1 form Effective February 2008
30
31
GRADUATE COURSES
Since the emphasis of the Program is on research, graduate course requirements are minimal and
rigorous, and the number of graduate courses offered is limited.
Total Graduate Course Credit Requirements (minimum)
MSc. PhD.
6 core credits over 2 yrs 6 core credits or NONE. Students are exempt from the
6 core credits if these requirements have been met as
Biology MSc student at York during 3 years
preceding their enrolment in the PhD program,
or
are judged by the program to hold equivalent
qualifications
(Exemption is Not Automatic. To request exemption:
see next page)
Under special circumstances, 3 credit graduate course can be from another graduate program at
York University or another Ontario University (see Ontario Visiting Graduate Student information).
PLUS
Mandatory 3 Credit Pass/Fail Research Evaluation Course Requirements
to be taken in addition to Graduate Course Requirements (listed above)
Students must enrol in these courses in the Winter Term.
YEAR of
Study
M.Sc. Ph.D.
1 BIOL 6021, Cr = 3.0 BIOL 7021, Cr = 3.0
2 BIOL 6022, Cr = 3.0 BIOL 7022, Cr = 3.0
3 N/A BIOL 7023, Cr = 3.0
4 N/A BIOL 7024, Cr = 3.0
5 N/A
6 N/A
32
Procedure to Request Exemption from Graduate Courses for PhD Students with MSc Degree
The research Supervisor reviews each entering PhD student‘s course background. If the supervisor
deems the student‘s MSc course background being sufficient, the supervisor must write or e-mail
the Biology Graduate Director requesting exemption from further graduate courses.
After the Director approves the request, the decision is placed in the student‘s file.
Course Requirements for PhD Students Who Transfer Within Biology Graduate Program
If a student starts the MSc program in the Biology Graduate Program and transfers to the PhD
program without completing an MSc degree and did not finish the MSc course requirements prior
to the transfer, the student must complete the MSc course requirements during the PhD program.
Biology Graduate Course Numbers & Titles
Graduate courses in three main areas are offered by the Program: namely Molecular & Cellular
Biology, Ecology and Evolution, and Animal Physiology.
Courses will be offered either as half course (3 credits) or quarter courses (1.5 credits). Students
can take combinations of courses to make up the credits required for their degree. A number of
these courses are offered in any particular year. Most of the courses will have fairly low
enrolments (typically 6-10 students) with the exception of the mandatory core courses.
Course format is variable but commonly involves oral presentations, critical analysis of published
research and one or more term papers.
Courses marked with an asterisk (*) are core courses. The designated core courses will vary from year-to-year. Not all courses are offered each year.
1) Molecular & Cellular Biology
*BIOL 5027 1.5, CR=1.5, Topics in Molecular Biology I-Gene Expression
*BIOL 5028 1.5, CR=1.5, Topics in Molecular Biology II-Proteins
*BIOL 5029 1.5, CR=1.5, Topics in Molecular Biology III-Nucleic Acids
*BIOL 5030 1.5, CR=1.5, Topics in Molecular Biology IV-Signal Transduction
*BIOL 5034 1.5, CR=1.5, Molecular Plant Virology
*BIOL 5037 1.5, CR=1.5, Advanced Genetics
*BIOL 5038 1.5, CR=1.5, Current Topics in Molecular and Cellular Biology and Animal
Physiology (mandatory)
*BIOL 5055 1.5, CR=1.5, Cellular Techniques
BIOL 5063 3.0, CR=3.0, Inorganic Carbon Acquisition by Aquatic Plants
*BIOL 5065 1.5, CR=1.5, Molecular and Cellular Biology of Circadian Rhythms
*BIOL 5335 1.5, CR=1.5, Concepts and Controversies in Evolutionary Biology
33
2) Ecology & Evolution
BIOL 5070 3.0, CR=3.0, Tropical Ornithology
BIOL 5071 3.0, CR=3.0, Ecology of Plant-Fungal Interactions
*BIOL 5072 1.5, CR=1.5, Sociobiology and Sociogenomics
*BIOL 5086 1.5, CR=1.5, Critical Skills in Ecology and Evolution (mandatory)
*BIOL 5087 1.5, CR=1.5, Invasion and Community Ecology
*BIOL 5088 1.5, CR=1.5, Advanced Topics in Ecology and Evolution
BIOL 5097 3.0, CR=3.0, Pollination Biology
*BIOL 5098 1.5, CR=1.5, Conservation Biology
*BIOL 5221 1.5, CR=1.5, Phylogenetics
3) Animal Physiology
BIOL 5125 3.0, CR=3.0, Invertebrate Endocrinology
BIOL 5126 3.0, CR=3.0, Physiology of Vision and Neural Processing
*BIOL 5128 1.5, CR=1.5, Current Topics in Comparative and Integrative Animal Physiology
BIOL 5130 3.0, CR=3.0, Cardiovascular Systems in Health & Exercise (KAHS 6300)
BIOL 5132 3.0, CR=3.0, Advanced Respiratory Physiology in Health & Exercise (KAHS
6310)
BIOL 5133 3.0, CR=3.0, Neuromuscular Physiology (KAHS 6350)
BIOL 5134 3.0, CR=3.0, Vascular Biology in Health & Disease (KAHS 6301)
BIOL 5135 3.0, CR=3.0, Visualspatial Memory and Goal-Directed Action
(PSY 6260 3/KAHS 6160)
BIOL 5136 3.0, CR=3.0, Perception and Action (KAHS 6161/PSY 6750)
BIOL 5137 3.0, CR=3.0, Brain Mechanisms of Movement in Health & Disease (KAHS
6150/PSY 6235)
BIOL 5139 3.0, CR=3.0, Advanced Exercise I: Muscle (KAHS 6370)
BIOL 5141 3.0, CR=3.0, Brain & Behaviour: Cognitive System (KAHS 6153/PSY 6278)
BIOL 5142 3.0, CR=3.0, Laboratory Methods of Perceptual Psychology (PSY 6274)
BIOL 5143 3.0, CR=3.0, Neurobiology of Disease (KAHS 6154)
BIOL 5144 3.0, CR=3.0, Computer Programming for Experimental Psychology (PSY 6273)
*BIOL 5145 1.5, CR=1.5, Physiology of Circadian Timekeeping
*BIOL 5146 3.0, CR=3.0, Fundamentals of Neuroscience I: Structure, Neurons &
Synapses (KAHS 6155/PSY 6257)
Core course for Neuroscience Diploma students only
BIOL 5147 3.0, CR=3.0, Fundamentals of Neuroscience II: Circuits, Systems and
Behaviour (PSY 6253/KAHS 6156)
BIOL 5148 3.0, CR=3.0, Introduction to Functional Magnetic Resonance Imaging
(PSY 6227/KAHS 6148)
BIOL 5149 3.0, CR= 3.0, Applications in Vision Science (KAHS 6149/PSY 6228)
34
4) Other Courses
*BIOL 5081 3.0, CR=3.0, Introduction to Biostatistics
Animal Care Course
Students working with experimental vertebrate animals will be required to take a web-based
Animal Care Course offered by the Animal Care Committee of York University.
Please consult Julie Panakos ext. 66116, e-mail: [email protected]
Evaluation of Courses & Grades Reporting Times
Grades are assigned based on in-class participation and evaluation of oral and written work.
At the completion of courses, students should check with the course director for notification of their
grades. Graduate courses are normally completed and grades submitted by the Course Director via
web-based system by January 15 (for a fall course), May 15th (for a winter course) and September
15th (for a summer course, if applicable).
Please note: The Graduate Assistant does not disclose the final grades to the student.
Grading System
http://www.yorku.ca/grads/policies_procedures/faculty_regulations.php?id=5
Grades will be awarded for every course in which a student is enrolled in accordance with the
following system. The letter grade system is the fundamental system of assessment of course
performance in graduate programs at York University. The percentages indicated are not official,
they meant to be used as guidelines.
Unofficial % level to assist in marking
A+ Exceptional 90 - 100
A Excellent 85 - 89
A- High 80 - 84
B+ Highly Satisfactory 75 - 79
B Satisfactory 70 - 74
C Conditional 60 - 69
F Failure 0 - 59
I Incomplete N/A
35
Grades in Courses
Course directors must announce in writing, in each course within the first two weeks of classes, the
nature and weighting of course assignments and their due dates, including, if applicable, assessment
and/or grading requirements with respect to attendance and participation. In keeping with reporting
dates, the expectation is that course assignments can normally be accomplished within the course
period.
In exceptional circumstances, a previously announced marking scheme for a course may be
changed, but only with the unanimous consent of students; the new marking scheme must also be
distributed in written form.
Reporting of Grades
The grades for a course are considered official following approval by the home graduate program of
the course.
The Faculty of Graduate Studies may change a grade if the program director concerned reports a
clerical error or if an appeal to the program results in a change of grade.
Graduate course grades must be reported by the graduate program director to the Registrar‘s Office
by the following dates:
Fall Term: January 15 (3.0 or 6.0 credit course)
Fall/Winter and Winter Term: May 15 (3.0 or 6.0 credit course)
Summer Term: September 15 (3.0 or 6.0 credit course)
If a course grade or approved Incomplete is not reported to the Registrar‘s Office within one month
of the appropriate reporting date, the course will be assigned a grade of ‗F‘.
Grades of „I‟ for Incomplete
When the student‘s course work is not completed and evaluated by the appropriate grade reporting
dates, the award of ‗I‘ may be approved the the program director. A grade of ‗I‘ must be removed
within two months of the reporting date for the half-course. Extensions of this time is possible via
preparation of the Course Transaction Form. If the grade of ‗I‘ is not removed by the end of the
specified period, it will become a grade of ‗F‘.
36
Combinations of „C‟ Grades Which Require Withdrawal Unless Continued Registration is
Recommended and Approved
A student who received in total any of the following combinations of grades for graduate courses
may not continue to be registered in the Faculty of Graduate Studies and in a graduate program
unless this continuation is recommended by the graduate program director concerned and approved
by the Dean:
a. two C grades for 6.00 credit courses;
b. one C grade for a 6.00 credit course and one C grade for a 3.0 credit (or equivalent) course;
c. a total of three C grades for 3.0 credit (or equivalent) courses.
In no cases will grades be averaged.
Combination of „F‟ and „C‟ Grades Which Require Withdrawal
A student will be required to withdraw from a graduate program and registration in the Faculty of
Graduate Studies will be terminated if the student receives in total for graduate courses, during
enrolment at York University:
a. one F grade for a 6.00 credit course or two F grades for 3.0 credit (or equivalent) courses; or
b. one F grade for a 3.0 credit (or equivalent) course and one C grade for a 6.00 credit or 3.0
credit (or equivalent) course.
In no case will grades be averaged.
Note: The academic standing regulations with respect to grades in courses described above do not
apply to grades awarded for courses which students elect to and are authorized to enrol in upon
registration, but which are additional to those specified by a faculty adviser and program director as
constituting the minimum required program of studies.
A student will be required to withdraw from the graduate program and registration in the
Faculty of Graduate Studies will be terminated if the student receives in total for graduate courses,
during enrolment at York University:
(a) one F grade for a full course or two F grades for half courses; or
(b) one F grade for a half course and one C grade for a full or half course.
In no case will grades be averaged.
37
Withdrawal from Courses in Good Standing
The symbol (W) (withdrew in good standing) will be recorded in place of a grade to indicate that a
student was authorized to withdraw in good standing from a course, before or after the posted drop
deadline.
Auditor
Students wishing to attend courses without the requirement to complete course assignments and
without the expectation that they will receive evaluation of participation in the course must register
as auditors. Permission to audit a course must be approved by the instructor of the course and
appropriate program director. Auditor status should be indicated at the time of enrollment in the
course. For York University graduate diploma and degree students, changes from credit to auditor
status are permitted, provided that not more than two-thirds of the course has been given.
University and Faculty regulations and policies with respect to conduct apply to auditors.
Graduate Courses in Another Graduate Program at York
Under special circumstances students may be allowed to take a 3 credit graduate course in another
York graduate program. Request to Take Courses in Another Graduate Program At York for Credit
Form has to be processed by the two graduate programs involved, i.e. the graduate program where
the student is registered and the program in which the student wishes to take the course for credit.
Form available at: http://www.yorku.ca/grads/forms.html
38
Undergraduate Courses by Graduate Students
Graduate students may take undergraduate courses as a requirement of the graduate program if
recommended by the student‘s supervisory committee, or for general interest.
1. Undergraduate Courses as a Requirement of the Graduate Program
If the student has been advised to take an undergraduate course in their graduate program, or
if the course is required for background knowledge in a subject area, students should
process the Faculty of Graduate Studies Request to take an Undergraduate Course as a
Requirement of the Graduate Studies.
Students do not have to pay extra course fees.
The grade obtained for the undergraduate course(s) will be shown on the Graduate
Transcript and will count in the graduate grade average but will not count towards
fulfilment of the graduate course requirements.
2. Undergraduate Courses for General Interest
a) Visiting Student
If a student is interested in taking undergraduate course(s) for general interest then the
student should apply to York University as a Visiting Student at the undergraduate level
and pay the appropriate undergraduate course fee.
The grade for this course will not appear on the graduate transcript and the grade will not
count towards graduate level studies.
Please consult related Undergraduate Program prior to applying as a Visiting Student.
b) Non-Degree Status
Graduate students who have completed a degree in the Faculty of Science, etc. at York and
would like to enrol in undergraduate course(s) for general interest, please check the Non-
Degree Status at York to take Undergraduate Courses.
http://www.registrar.yorku.ca/enrol/nondegree/
39
40
Ontario Visiting Graduate Student Plan (OVGS)
Normally students will take courses offered by the York University Biology Graduate
Program. Under very special circumstances, suitable graduate courses (approved by the student's
supervisor(s) and the Graduate Program Director) from other programs may be used to fulfill the
course requirements. If no suitable courses exist in the York Graduate Program, a three (3)
credit graduate course may be taken at another Ontario University as an Ontario Visiting Graduate
Student (OVGS) at no extra charge. Such a course must be approved by the thesis/dissertation
supervisor and the Graduate Program Director.
Permission to take such a course is subject to the approval of the Dean of the Faculty of Graduate
Studies. Ontario Visiting Graduate Student Application Form can be found on the FGS website,
http://www.yorku.ca/grads/.
An OVGS application can take up to two months to process.
Students are reminded that the paperwork is processed through York University, however students
must meet the Host University‘s deadline for administrative requirements such as drop dates, etc.
WITHDRAWAL FROM THE BIOLOGY GRADUATE PROGRAM
If satisfactory progress on the Progress Evaluation Exercise is not achieved, the student will be
required to withdraw from the Biology Graduate Program (see Section on Progress Reports
Exercise).
Withdrawal Form is found at the FGS website: http://www.yorku.ca/grads/.
PURSUING GRADUATE STUDIES AT A LOCATION OTHER THAN
YORK UNIVERSITY (e.g. Field Work, Research at Another University, etc.)
Full-time students who are absent from the university for the purpose of doing field work, research,
etc. must obtain Authorization to Pursue Graduate Studies at a Location other than York University
via the Faculty of Graduate Studies
Academic Petition Form http://www.yorku.ca/grads/.
The students remain registered at full-time status at York and pay the appropriate fees.
On the FGS Academic Petition Form please state length of absence and location of study.
Prior to each Field work departure each year, full-time graduate students must fill out and the
Graduate Student Risk Assessment Check-List in addition to the Academic Petition Form.
41
NEUROSCIENCE DIPLOMA
The Neuroscience Diploma Program provides York graduate students with a well-rounded
education in neuroscience, creating a solid foundation on which to base their own neuroscience
research. Through coursework and the Neuroscience seminar series, students meet on a regular
basis with like-minded neuroscience colleagues from across the university.
Eligibility
Neuroscience Diploma Program applicants must be admitted into the Graduate Program of
Psychology, Graduate Program of Kinesiology and Health Sciences, or Graduate Program of
Biology for their Master‘s or PhD studies. Applicants must be incoming or current graduate
students at the Master‘s or PhD level whose thesis or dissertation is on a topic in Neuroscience and
is being conducted under the supervision of a core faculty member (listed at the Neuroscience at
York website) of Neuroscience Graduate Diploma Program. Students in the last year of their
Master‘s or PhD studies are not eligible to apply.
For further information, diploma requirements, how to apply, and list of core faculty members,
please visit: http://neuroscience.gradstudies.yorku.ca/
For more information about the Neuroscience Diploma Program, please contact Dr. Lauren Sergio
42
VARIOUS LEAVES OF ABSENCE
There are two categories of absences from the program of studies or from the university:
(a) absences that are included in the number of terms of completion (external leave); and,
(b) absences that are not included in the number of terms to completion (elective leave,
exceptional circumstances, maternity and parental).
For all categories of absence, students are reminded that they must be registered full-time or part-
time for the last two terms of their program of studies.
For the following leaves, please use Program Approval Form
as found on the FGS website: http://www.yorku.ca/grads/
(1) Elective leave of absence; maximum time leave is 1 term once during course of program.
(2) Maternal leave; maximum time allowed is 3 terms/pregnancy.
(3) Parental leave; maximum time allowed is 1 term/child.
However, if you request the above leaves retroactively or request other leaves (e.g. Compassionate
for sickness, or Professional for studying elsewhere, extension of full-time status, etc., you must use
the FGS Academic Petition Form.
Please consult Program Assistant about the rules and regulations pertaining to each
of these leaves and in order to process the appropriate Form.
Note that Leaves of Absence are designed to meet specific needs; they are not a mechanism for fee
reduction.
Fees associated with these leaves for the 2013-2014 academic year are: $169.49/term + $15.00
registration fee.
http://sfs.yorku.ca/fees/index.htm
BIOLOGY DEPARTMENTAL SEMINARS
Regular seminars are held in the Biology Department during the fall and winter terms. Speakers are
from both outside the University and Department/Program members. Graduate students are
expected to attend these seminars unless teaching duties or scheduled course work interferes.
43
PROGRESS REPORTS EXERCISE/RESEARCH EVALUATION PROCESS
General Information
In the Biology Program, student research is formally recognized as a 3 credit, pass/fail (BIOL
6021/6022/7021/7022/7023/7024) Research Evaluation Course. The student's progress will be
evaluated by the Supervisory Committee. Progress in research is assessed during the Progress
Report Supervisory Committee Meeting to be held prior to April of each year.
In addition, students (who started September 2011 onwards) must attend the graduate student
seminar series and present their work, 1 presentation for MSc students, 2 presentations for PhD
students, during their degree program.
Requirements for the Progress Reports are outlined below and on the accompanying Research
Progress Evaluation Form, a copy of which will be completed by the Supervisory Committee
after their meeting. One copy of the evaluation will be placed in the student's file and one copy
returned to the student for information by the Graduate Assistant. Based on the assessment, a
Pass/Fail grade will be submitted for the Progress Research Evaluation Course.
These Progress Reports should be taken seriously; failure to achieve satisfactory progress can
result in dismissal from the Program.
All graduate students (including part-time) must have a Progress Report Meeting each year, usually
prior to April, with his/her supervisory committee.
M.Sc. and Ph.D. students who take longer than 2 or 4 years, respectively, to complete their degrees
must continue to participate in the Annual Progress Report Meetings.
Graduate Student Seminar Series
In addition to the yearly Supervisory Committee Meeting, all graduate students are expected to
attend at least 70% of the Graduate Seminar Series, to be held weekly in the fall and winter terms.
Attendance will be taken.
In addition to attending the seminars, MSc students will be required to present one seminar during
their degree program and PhD students will be required to present two seminars during their degree
program.
Students who have course conflicts and cannot attend the seminars should bring this to the attention
of the Graduate Director or Seminar Course Director.
44
Registration for Research Evaluation Courses
Research Evaluation Courses, BIOL 6021 3.0, 6022 3.0, 7021 3.0, 7022 3.0, 7023 3.0, 7024 3.0, are
considered 3 credit, pass/fail courses. Students enrol for the appropriate Research Evaluation
course in the winter term of each year.
M.Sc. students enrol in M.Sc. Research Evaluation BIOL 6021 3.0 in year 1, and BIOL 6022 3.0 in
year 2; Ph.D. students must enrol in Ph.D. Research Evaluation BIOL 7021 3.0 in year 1, BIOL
7022 3.0 in year 2, BIOL 7023 3.0 in year 3 and BIOL 7024 3.0 in year 4.
Various Progress Dates To Keep In Mind
1. January: Finalize Supervisory Committee Composition
(should be done after the first term of registration).
Submit Supervisory Committee Form to Graduate Assistant.
http://www.yorku.ca/grads/.
2. November-
Early May: Individual Progress Evaluation Meetings with Supervisory Committee
Members – Meeting to be set up by student and supervisor.
Meetings if possible should take place in supervisor‘s space.
If this is not feasible, Graduate Assistant can assist you by booking room and
ordering ITC equipment. Room requests through Room Allocations can take
up to 5 days, and Instructional Technology order have to be placed before 10
a.m. the day before the event.
Graduate students must distribute their written progress report to all members of
their Supervisory Committee at least 1 week prior to the meetings.
3. May 9: All Progress Evaluation Forms to be submitted to Graduate Assistant.
4. May 15: P/I/W/F Grades are submitted to Registrar‘s Office (RO) by the Program
for Research Evaluation Courses.
5. May 31: The original form will be placed in the student‘s file located in the Biology
Graduate Office and copy will be provided to the student.
May 31: Proposal/Progress Report, TD1 Form and Project Supervisor‟s
Confirmation Form (if applicable) submitted to Graduate Assistant by
1st year students for approval processing. PhD Students can submit TD1
and Proposal after PhD Prelim Examination.
45
Format, Length & Content of Written Progress Report
The Progress/Research Evaluation Report should be approximately *5 pages (one-sided), single-
spaced. Type should not be smaller than 12 pitch. References and figures may be added to this
text. It should include:
i) cover page should include name of student, day, date, time and location
ii) a brief introduction to the project
iii) summary of the progress made during the year, i.e. DATA! and
iv) an outline of the experiments planned for the following year.
The written Progress Report should be distributed to all members of the Supervisory
Committee by the student at least 1 week prior to the meeting.
Supervisory Committee Participation
It is a requirement that all members of the student‘s Supervisory Committee be present for the
Progress Evaluation meeting. If all members of the Supervisory Committee are not present, the talk
will not proceed unless the Graduate Program Director has prior knowledge of an absence.
Length of Progress Meeting
The Progress/Research Evaluation meeting consists of a 45 minute meeting with the Supervisory
Committee Members during the academic year. The meeting will contain one short (10-15 minute)
presentation to the supervisory committee on the research project. Following the presentation will
be a period of questions, discussion and evaluation of the student‘s progress in all aspects of the
program.
Research Evaluation presentation for PhD students in their final year of study should be 30
minutes in length.
Presentation Room & Equipment
If the meeting cannot be held in Supervisor‘s research space or if PC computer and powerpoint
projector is required, please inform the Graduate Assistant a five days in advance to book a room
and order equipment. If one requires other special equipment, it has to be requested and ordered
days in advance. Students are expected to be familiar with the equipment they will use for the
presentation.
46
BIOLOGY 6021/6022/7021/7022/7023/7024:
RESEARCH PROGRESS EVALUATION FORM
NAME: _____________________ DATE:_______________ M.Sc. or Ph.D. _________
Meeting held Level of Study __________
Written Report: The written report must be distributed to the members of the Supervisory Committee at least
one week before the meeting.
Evaluation of Written Report: (Supervisory Committee please circle one)
Outstanding Very Good Good Acceptable Unacceptable
Written critique:
Oral Presentation: The presentation should include essentially the same material as the written report. The presentation should be
approximately 10-15 minutes and about 30 minutes for questions, discussion and evaluation of the student‘s progress in
all aspects of the program. Presentation for PhD students in their final year of study should be approximately 30
minutes. Evaluation will be on both quality of presentation and handling of questions.
Evaluation of Oral Presentation: (Supervisory Committee please circle one)
Outstanding Very Good Good Acceptable Unacceptable
Written critique:
Graduate Seminar Series (Information will be provided to Graduate Assistant by Course
Director taking attendance: (GA will fill out this section)
Yes/No Student has attended >70% of Graduate Seminar Series
Yes/No/Completed Student has presented in Graduate Seminar Series, if applicable (students will present once in MSc program and twice in PhD program)
Overall Rating: (Grade to be submitted to the Registrar‟s Office)
Pass Fail Incomplete* (specify remedial action, and time-frame)
*Incomplete grades can be held until July 15. After this date, we must prepare an FGS Course Transaction Form for time extension.
This form should be completed following the meeting of the Supervisory Committee with the
student and must be signed by all members of the Supervisory Committee.
The completed form must be submitted to the Graduate Assistant by May 9. Students are encouraged to discuss their progress with their Supervisory Committee to seek expansion on the above
comments and direction for the future.
_____________ _______________ _____________________ ________________________
Supervisor Co-Supervisor Supervisory Committee Supervisory Committee (if applicable) cc: Graduate Student [progress/eval2012]
47
ACADEMIC PETITIONS AND LEAVE TO APPEAL
http://www.yorku.ca/grads/policies_procedures/faculty_regulations.php?id=6
http://www.yorku.ca/secretariat/policies/index-policies.html
The purpose of academic regulations is to allow students to develop their interests and talents to the
fullest in ways consistent with the philosophy and standards of the Faculty. In establishing
academic regulations, the Faculty also recognizes that instances will arise where it makes sense, in
the context of a student's academic career, to waive regulations which would otherwise apply. The
purpose of an academic petition is to request an exemption from an academic regulation or
deadline. Being unfamiliar of regulations or deadlines does not constitute a valid reason for an
academic petition.
Only in exceptional circumstances will an academic petition for a retroactive leave of absence be
granted. Graduate students may also submit a financial petition to Student Financial Services.
Academic petitions and appeals in the Faculty of Graduate Studies are governed by the Senate
Guidelines.
Academic Petitions: Procedural Guidelines
1. Academic petitions in the Faculty of Graduate Studies are initiated by students by
submitting a completed academic petition form, which can be found here:
http://www.yorku.ca/grads/forms.html . A completed academic petition form and any
required or relevant supplemental documentation must be submitted to the office of the
graduate program concerned.
When preparing a petition, petitioners should seek the advice of the graduate program
director or the graduate program assistant. In instances in which the graduate program
director is the subject of the petition, petitioners shall seek the advice of another member of
the program‘s graduate executive committee. If the petition involves an undergraduate
course, the petitioner should seek the advice of the undergraduate unit in which the course is
offered.
2. Following submission of the completed petition to the graduate program office, the graduate
program director or alternate (in cases where the graduate program director is unavailable or
is the subject of the petition) reviews the petition and makes a positive or negative
recommendation to the Faculty of Graduate Studies. This recommendation, including the
completed petition form and any required or relevant supplemental documentation, is
forwarded to the secretary of the Faculty of Graduate Studies Petitions Committee.
3. The committee secretary, or designate, may record on the petition form information
pertaining to the petitioner‘s standing in the Faculty. This information includes Leaves of
Absence, the number of courses that are Incomplete, any other pertinent information (e.g.,
the number of C or F grades), and a statement of any fees owing. If a petitioner is not in
good standing, the petitioner will be asked to address the issue that is placing them in poor
standing. For example, if the petitioner holds a combination of grades requiring withdrawal
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from the program, the petitioner must file a petition addressing how good academic standing
will be achieved along with their original petition.
4. Petitions received in the Faculty of Graduate Studies are reviewed by an administrative
officer who conducts an initial assessment of the petition.
5. This initial assessment falls into one of three categories:
a. the petition does not include all of the information necessary for the request to be
reviewed,
b. the petitioner is petitioning on a relatively minor matter (e.g., dropping a course after
the drop date because of documented medical grounds), or
c. the petition is on a more substantive or more complex matter (e.g., request for
extension of full-time status).
6. Incomplete petitions. The administrative officer will inform the program and/or the
petitioner (as appropriate) that additional information must be provided and that such
information must be provided within 30 working days. Where the petitioner fails to provide
the information requested, the petition will receive no further consideration.
7. Complete petitions. In the initial assessment, the administrative officer categorizes complete
petitions as either relatively minor or substantive/complex.
a. Petitions on relatively minor matters. The administrative officer reviews the petition
and makes a recommendation to grant or deny the petition to the Associate Dean or
Chair of the Petitions Committee. Where the recommendation is to grant the
petition, the Associate Dean or Chair of the Petitions Committee confirms the
recommendation of the administrative officer. Normally, such petitions will be
processed within 21 working days of receipt of a complete petition. Decisions are
made available to the petitioner through their graduate program office. Where the
recommendation is to deny the petition, the petition is referred to the Faculty of
Graduate Studies Petitions Committee for consideration at its next-scheduled
monthly meeting.
b. Petitions on relatively substantive or complex matters. The Faculty of Graduate
Studies Petitions Committee makes the decision to grant or deny this type of petition
or refer this type of petition for further information. None of the parties involved in a
petition may be present at the Petitions Committee meeting. Decisions are normally
made available to petitioners within 10 working days of the Petitions Committee
meeting.
8. Notification of decision. The graduate program office notifies petitioners in writing of
petitions decisions. Unless petitioners specify an alternate address, notice will be provided
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using the graduate program‘s internal notification system (e.g., office mail box). E-mail
communication may contain only a statement of what was being petitioned and the decision
(i.e., granted or denied). Commentary relating to decisions will be provided in hard copy
only. Petitioners are responsible for notifying the graduate program office of the means by
which they can be reached throughout the petition process and must notify the graduate
program of any change in the relevant contact information. When a petition is denied,
information regarding appeal procedures will be provided with the decision correspondence.
Appeals of Petitions Decisions: Procedural Guidelines
1. Parties to a petition are persons who are directly affected by the petition decision and who
have participated in the original petition submission.
2. Parties to a petition reviewed by the Petitions Committee may appeal the decision to the
Appeals and Academic Honesty Committee (AAHC) of the Faculty of Graduate Studies.
Appeals will be heard only if leave is granted by the AAHC.
3. The Academic Affairs Officer in the Faculty of Graduate Studies will make the petition file
available for review by any party who participated in the original petition submission.
4. Leave to appeal will be granted only where the appeal makes out a prima facie case based
on any of the following grounds:
a. new evidence (i.e., evidence relevant to the decision made at the Petitions
Committee level, but which through no fault of the appellant was not presented at
that level. Generally speaking, events or performance subsequent to the Petitions
Committee decision are not to be construed as ―new‖ evidence.);
b. procedural irregularity in the Petitions Committee‘s handling of the case; or
c. substantive argument that the original petition decision constitutes gross injustice or
error.
5. The appeal must be filed within 20 working days of the date on which the appellant was
informed of the decision which is being appealed.
6. Appellants have the right to have a representative assist in the preparation of written
submissions and, if granted leave to appeal is granted, to act as their representative at the
appeals meeting.
7. Appellants must submit the appeal to the Academic Affairs Officer of the Faculty of
Graduate Studies and must provide a copy of the appeal to all parties to the original petition.
8. All appeals must be submitted in writing beginning with a completed Appeal Form, which
can be found here: http://www.yorku.ca/grads/forms.html.
50
9. Parties to the original petition have 10 working days from the submission date of the appeal
in which to provide to the AAHC a response to the appeal. Responses will be disclosed to
the appellant.
10. Once the file is complete, AAHC will consider whether leave to appeal will be granted.
AAHC will determine whether or not a prima facie case has been established. Parties are not
present at this hearing. If the Committee defers a decision on leave to appeal to obtain more
information, the appellant shall be so informed in writing using the contact information
provided on the Appeal Form. Appellants are responsible for notifying the Academic
Affairs Officer of the means by which they can be reached throughout the appeal process
and must notify the Academic Affairs Officer of any change in the relevant contact
information.
11. If leave to appeal is granted, the appellant shall be given at least 10 working days notice of
when the appeal will be heard.
12. The appellant has the right to be present at the meeting at which the appeal is being
considered for the purpose of presenting her/his case orally and for questioning by the
Committee. Appellants must indicate if they will be accompanied by a representative. The
Committee‘s decision and vote shall be taken in camera.
13. No one may sit on the AAHC hearing an appeal who is a party to the petition or who heard
it.
14. The Chair or Secretary of AAHC shall inform each appellant in writing of the decision of
the Committee and, in the case of an unfavourable decision, of the right to appeal to the
Senate Appeals Committee.
15. It is the responsibility of the appellant to inform her or his representative of any decision
made in the appeal.
Appeals to the Senate Appeals Committee (SAC)
The final route of appeal within the Faculty of Graduate Studies is to the AAHC. A candidate
wishing to appeal the decision made by the AAHC may appeal to Senate Appeals Committee
(SAC), which shall consider an appeal submission only if the candidate has exhausted the petition
and appeals procedures of the Faculty of Graduate Studies.
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Grade Reappraisals
http://www.yorku.ca/grads/policies_procedures/faculty_regulations.php?id=5
Grade reappraisals in the Faculty of Graduate Studies are governed by the Senate Principles
Regarding Grade Reappraisals, which can be found here:
http://www.yorku.ca/secretariat/policies/index-policies.html
Grade reappraisals are undertaken in the unit offering the course. These principles, articulated for
the Faculty of Graduate Studies, are as follows.
1. Students may, with sufficient academic grounds, request that a final grade in a course be
reappraised (which may mean the review of specific pieces of tangible work). Non-
academic grounds are not relevant for grade reappraisals; in such cases, students are advised
to petition to the Faculty of Graduate Studies through their graduate program office. For
grade reappraisals, students are expected first to contact the course director to discuss the
grade received and to request that their tangible work be reviewed. Tangible work may
include written, graphic, digitized, modelled, video recording or audio recording formats,
but not oral work.
Students need to be aware that a request for a grade reappraisal may result in the original
grade being raised, lowered or confirmed.
2. In the event that the student is still not satisfied with the final grade OR the course director
is not available to review the work, the student may submit in writing a formal request for a
grade reappraisal to the graduate program in which the course is offered. The Senate
approved deadline for submitting grade reappraisals is February 15 for fall term grades,
June 15 for fall/winter session and winter term grades, September 30 for summer session
grades, or a minimum of 21 days from the release of grades, whichever is later. When a
submission deadline occurs on a weekend or holiday, requests will be accepted up until the
end of the next available business day. Exercising discretion about minor delays in meeting
the deadline which result from slow mail delivery or extraordinary circumstances is
reasonable.
3. If the condition of sufficient academic grounds has been met, the student must submit:
a. a copy of the marked assignment,
b. a clean copy of the assignment (i.e., a copy of the assignment minus comments of
the course director), and
c. a copy of any instructions given in relation to completing the assignment.
The graduate program director (or designate) will be responsible for ensuring:
d. that, by comparing the marked and clean copies of the assignment, the clean copy of
the assignment is an unaltered copy of the work to be reappraised,
52
e. that the description provided by the student in relation to the nature of the
assignment and the instructions given for the assignment is verified with the faculty
member concerned,
f. that the faculty member who graded the work provides a statement indicating the
grade assigned the work and the rationale for that grade,
g. that the clean copy of the assignment is reappraised by an appropriate faculty
member,
h. that the student and reappraiser identities are not disclosed to each other, and
i. that the results of the reappraisal (including the reappraiser‘s comments) and the
route of appeal are communicated to both the student and the course director.
The reappraiser will be given:
j. the clean copy of the assignment
k. a description of the nature of the assignment and any instructions provided to
students regarding the completion of the assignment, and
l. the rationale for the original grade.
It is expected that every effort will be made to render the decision within 30 days of the
reappraiser having received the work.
4. Parties to the decision may appeal a negative decision on a request for a reappraisal, or the
result of the reappraisal itself to the Petitions Committee of the Faculty of Graduate Studies
(for graduate courses at York) or, for undergraduate courses, to the Faculty-level appeals
committee in the Faculty in which the course is offered. The only grounds that will be
considered are procedural irregularity. Procedural irregularity is defined as actions taken or
not taken by a department, Faculty, graduate program, its officers, committees, or members
with respect to the previous disposition of the case which violate or nullify one or all of the
following:
a. normal and written procedures of the University, Faculty, graduate program or
department concerned;
b. consistency in the Faculty‘s, graduate program‘s or department‘s handling of cases
substantially similar to that being appealed;
c. principles of equity, natural justice or fairness, whether or not such violation
occurred in accord with written or customary procedures. Appeals based on
allegations of these last procedural irregularities should allege and demonstrate
obvious bias or other misbehaviour on the part of the officers or agents of the
University and for which redress was not provided by an authority which considered
the case prior to the appeal.
Appeals must be submitted within 21 days of notification of the decision. Faculty
committees may waive that deadline when special circumstances are established by the
appellant. No member of the Faculty committee shall consider an appeal if s/he considered
the matter at an earlier level. At the discretion of the Faculty committee, the student and/or
the faculty member may be invited to meet with the Committee to present his/her case
orally. The Committee‘s decision will be taken in camera and it is expected that parties will
be informed of the decision in writing within 30 days of the filing of the appeal.
53
5. Parties to the appeal at the Faculty-level may file an application for leave to appeal the
decision to the Senate Appeals Committee (SAC) on the ground of procedural irregularity at
the Faculty-level. Applications for leave to appeal must be submitted within 21 days of the
notification of the Faculty decision. SAC may waive that deadline when special
circumstances are established by the appellant. No member of SAC shall consider the
application if s/he considered the matter at an earlier level. As explained in the SAC
procedures, parties may appear before the Committee if leave to appeal is granted to make
oral submissions on the ground of procedural irregularity. The Committee‘s decision will be
taken in camera and it is expected that the parties will be informed of the decision in writing
within 30 days of the filing of the application.
6. Parties to the decision of the Senate Appeals Committee may apply to the Committee to
have the matter reconsidered if there is evidence of procedural irregularity on the part of
SAC. Applications must be submitted within 21 days of the posting of the decision. SAC
reserves the right to waive this deadline in special circumstances. Requests for
reconsideration of a SAC decision will be considered by a panel of SAC members who did
not serve on the panel first hearing the matter; it is expected that a decision will be rendered
within 30 days of its submission.
54
TRANSFERRING TO Ph.D. PROGRAM WITHOUT COMPLETING MSc
General
Well prepared students who are making good progress in their research project may transfer
directly from the M.Sc. to the Ph.D. Program after passing the Ph.D. Preliminary Transfer
Examination without writing and defending an M.Sc. thesis. The main advantage of doing this is a
substantial saving of time, as much as 6 months to a year relative to first writing an M.Sc. thesis.
Note however that for many students, completion of the M.Sc. is the best route for entering the
Ph.D. Program.
Transfer Exam Timing
Any student contemplating the transfer must remember that the transfer can only be made within
16 months after first registering in the M.Sc. Program. The actual start date of the PhD degree
program will be September of the year the student passes the PhD Preliminary Transfer
Examination.
Transfer Exam Set Up Procedure
Approximately, after 12 months after entering the MSc program, the student should
a) first discuss the transfer with his/her Supervisor and
if the Supervisor agrees to the transfer
b) the student and Supervisor must meet with the Supervisory Committee
to identify the two cognate areas.
All members of the Supervisory Committee must agree to the transfer.
c) The two cognate areas, the title of the prelim report and the recommended
3 additional Biology Graduate Faculty members of the Preliminary Transfer
Examining Committee should be forwarded to the Graduate Program Director for
Graduate Committee Approval.
d) For format of written reports, length, content, talk, exam, etc. please
see next section on PhD Preliminary Examination.
After the student passes the Ph.D. Preliminary Transfer Examination, the Program Director
approves the transfer to the PhD program via Advancing Master‟s Candidates to Ph.D. Within a
Program Form.
MSc students, who transfer to PhD without completing the MSc degree are not required to take the
PhD Preliminary Examination again when they become PhD 2 students.
The student will be a considered PhD 1 student and will have a total of 6 years to complete his/her
PhD degree requirements (at both full and part-time level) from the term of the transfer. The
student will be considered a new PhD entry student and will receive a new financial offer
letter from the Faculty of Graduate Studies and the program.
Ph.D. PRELIMINARY EXAMINATION
55
All Ph.D. 2 students must pass a Ph.D. Preliminary Examination in order to continue in the Ph.D.
program. Also, any student contemplating transferring from M.Sc. to Ph.D. without completing an
M.Sc. degree can do so after passing the Ph.D. Preliminary Transfer Examination (see previous
section). The PhD Preliminary Examination will have a written and verbal component.
Objectives
The objectives of this examination are:
a) to determine whether the candidate is adequately prepared to conduct independent research
on his/her proposed topic. "Adequate preparation" is construed as having both sufficient
technical background and theoretical knowledge to do the project,
b) to see if the study has a good research plan,
c) to see if the proposed research is suitable for a PhD project,
d) to see if the student has made a satisfactory start on the project and thus demonstrated
practical research ability,
e) to ascertain that the research produces defensible data, and
f) to assess the breadth of the candidate's knowledge.
Timing of PhD Preliminary Examination after Entering Program
Ph.D. - within 18 months of entering the Ph.D. program
M.Sc. to Ph.D. - within 16 months after first registering in the M.Sc. program
For students enrolling in the Ph.D. Program after obtaining a M.Sc. degree the Preliminary
Examination should be taken within 18 months of entering the Program. For students transferring
from the M.Sc. Program without first obtaining their M.Sc., the Preliminary Examination MUST be
taken within 16 months after first registering in the M.Sc. program.
Approval of Cognate Areas Prior to Examination Set Up
All students planning to take the Preliminary Examination must have a group meeting in person
with the members of their Supervisory Committee to define the two cognate areas (exceptions must
receive approval from the Graduate Program Director).
The two cognate areas should be defined at least two months before the preliminary exam
date.
When the two cognate areas are agreed upon by the Supervisory Committee, the supervisor
forwards the information to the Graduate Director/Assistant to be disseminated for Graduate
Program Committee approval. If topics are too narrowly defined, the Graduate Committee may
request that the topic encompass a larger scope. The approved cognate areas will be kept in the
student‘s file.
All PhD Preliminary Examiners will be notified of the approved cognate areas by the Graduate
Assistant at least two weeks prior to the exam.
Examining Committee Composition
56
a) MSc Student transferring to PhD without completing MSc degree
The Examining Committee normally consists of the Supervisory Committee
plus three (3) additional members of the Biology Graduate Program.
b) PhD Preliminary Examining Committee
The Examining Committee normally consists of the Supervisory Committee
plus two (2) additional members of the Biology Graduate Program.
The composition of the Examining Committee is determined by the Supervisor and Program
Director who retains the right to appoint extra members if deemed desirable.
Exam Set Up
Once the Graduate Director has approved the composition of the Committee, the Supervisor or
student finalizes the time and place for the examination.
Written PhD Preliminary Proposal Format, Length & Content
Unless otherwise requested by the Examining Committee, the student should prepare a written
proposal no more than 7-10 pages long (one-sided), single-spaced, using "12 pitch type",
excluding tables, figures and references.
The proposal should:
a) introduce the proposed research,
b) describe the intended methods together with an assessment of their complexities and
possible limitations,
c) indicate its scientific significance,
d) demonstrate familiarity with the existing literature,
e) give a clear picture of the proposed work and long-term and short-term objectives, and
f) summarize the achievements to date.
Cognate Report Format and Length
For each cognate area, students must write a 5-page summary (maximum 5 pages, single-sided,
single-spaced text, excluding references and figures).
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Distribution of Proposal and Cognate Reports
The student is required to distribute copies of the written proposal along with the cognate
summaries to each member of the Ph.D. Preliminary Examining Committee
two (2) weeks before the examination.
An additional set of these documents should also be provided to the Program Assistant for the
student‘s file.
The Verbal Exam
The PhD Preliminary Examination is usually a closed exam. However, with the student‘s and
examining committee‘s permission, an audience can be present.
The expectations of the Ph.D. Preliminary Examination are outlined below and points
1-6 on the Ph.D. Preliminary Examination Record Form which will be completed following the
examination. Copies of this record will be placed in the student's file and given to the student.
It is important to realize that this examination is a very serious one. Students have failed it, either
through poor background or intellectual ability, through inadequate preparation for the examination,
or through inadequate progress to date in laboratory research.
The examination will focus first on the proposal and then proceed to investigate the student‘s
biological background by examining the student‘s familiarity with ancillary fields of study
in the designated cognate areas.
The examination will address a number of issues:
1. The suitability and/or adequacy of the research proposal of a PhD dissertation,
2. Feasibility of proposed research.
3. Familiarity with immediately pertinent and related literature.
4. Clarity of written and verbal communication.
5. Understanding of method used.
6. Knowledge and presentation of cognate areas.
The research proposal will form one of two major components of the examination.
See Section on Written Proposal (previous page) outlining the content of the proposal.
Having satisfied themselves on the matters of the proposal the examiners will then turn to examine
the breadth of the candidate's knowledge.
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Examination of the two cognate areas will form the second major component of the
Preliminary Examination. The candidate is expected to have thorough understanding of current
concepts and research in the two peripheral but cognate areas approved by the Biology Graduate
Committee.
Length of Talk & Exam
The student should present an approximately 30 minute talk based on the proposal.
The talk will be followed by an approximately 2 hours verbal examination based on
the proposal and cognate areas.
Transcript Notation of PhD Preliminary Exam Information
Preliminary Examination Information (title of proposal, date of exam, examining committee
members, result of the exam) will appear on the graduate student‘s official transcript.
Advancing Master‟s Candidates to PhD Within a Program
There are 3 options in advancing MSc students to PhD.
a) Student will receive his/her Master‘s degree at the next convocation ceremonies (thus defended
already). Student has to reapply to PhD studies.
b) Student has been permitted to advance unconditionally to PhD without first being awarded
his/her MSc degree. There is no reapplication to PhD – Admissions will internally promote
candidate.
c) Student will continue in PhD after completing MSc within the next two terms. Student has to
reapply to PhD and there is a condition to the advancement which must be met.
Appropriate form will be completed by the Program and need to be signed by the candidate.
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PhD PRELIMINARY/TRANSFER EXAMINATION RECORD
GRADUATE PROGRAM IN BIOLOGY
PhD Preliminary Exam PhD Start Date:
Transfer Exam MSc Start Date:
Date of Exam:
Candidate:
Title of Dissertation Proposal:
GRADING: Excellent 1 Good 3
Very Good 2 Inadequate 4
Grade 1. Suitability and/or adequacy of the research proposal as the basis
of a Ph.D. Dissertation _____
2. Feasibility of proposed research _____
3. Familiarity with immediately pertinent and related literature _____
4. Clarity of written and verbal communication _____
5. Understanding of methods used _____
6. Knowledge and presentation of cognate areas _____
RECOMMENDATION:
1. Pass without reservation (3 or better on all criteria) _____
2. Pass on condition candidate satisfies individual Committee Members
that shortcomings specified below have been rectified _____
(1 grade of 4 on the criteria)
[Please specify date shortcomings must be met by]
3. Re-examination required (for PhD Preliminary Examination only,
not option for Transfer Exam) to ensure specified
shortcomings have been corrected. The re-examination
must be held within 6 months of the initial examination. _____
(2 grades of 4 on the criteria
4. Fail (3 or more grades of 4 on the criteria) _____
SHORTCOMINGS AND REMEDIAL ACTION REQUIRED: _____________________________________________________________________________________
_____________________________________________________________________________________
________________________________________
Examining Committee Chair
cc: Graduate Student
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THESES/DISSERTATIONS
Time Limits for Completing Theses/Dissertations
The Faculty of Graduate Studies sets time limits for various activities.
There are 3 important ones which you should be aware of:
1) For the MSc degree you must complete all degree requirements (including successfully
defending your thesis and handing in thesis for binding after defence) within 4 years
(12 terms) of registration in the MSc Program. This includes both full-time and part-time
registration.
2) For the PhD degree the time limit is 6 years (18 terms) of registration in the PhD
Program and again includes both full-time and part-time registration.
3) Students are permitted 2 years for the MSc and 6 years for the PhD as full-time
students. Any time beyond these limits is permitted as a part-time student.
The consequences of the change to part-time status can be serious because you are
ineligible for graduate residence,
eligible to start repaying OSAP student loans,
loss of university funding
in a different income tax status,
Extension of Time Limits
Academic Petition Form is available at: http://www.yorku.ca/grads/forms.html
Extensions of the above time limits are occasionally possible, but are in most cases given for one
term only at part-time level . To request an extension, the student must petition via the Program
Director to the Associate Dean of Graduate Studies via Academic Petition Form. A very strong
academic rationale must be made and students can expect difficulty in getting extensions. The time
limits are generous, an MSc should be completed in 4 years (2 years full-time and 2 years part-
time) and a PhD in 6 years (full-time or part-time), hence you should not expect an extension.
If you complete your degree requirements e.g. prior to the fall registration deadline, you will not
need to petition for extension. However, if you complete all degree requirements between the fall
registration deadline and September 30 (deadline for 100% fall term fee refund), you will need to
petition for time extension. All degree requirements are completed when you hand in (or submit on-
line) your thesis/dissertation for binding to the Faculty of Graduate Studies, after all the corrections
recommended by the Examining Committee have been made.
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Thesis/Dissertation Production Costs
Faculty of Graduate Studies (FGS) makes funds available for MSc thesis and PhD dissertation
production costs. MSc students receive up to $300 and PhD students receive up to $400.
To be eligible for this reimbursement you must have been a member of CUPE 3903, Unit 1 (i.e.,
held a TA position) anytime during your degree program.
Time to Request Thesis/Dissertation Production Costs
To receive the thesis/dissertation preparation funds students have to apply to FGS after the
completion of all degree requirements of the thesis/dissertation (i.e. after you hand in/submit on-
line your corrected thesis/dissertation to the Faculty of Graduate Studies). Please KEEP
ORIGINAL RECEIPTS of your thesis/dissertation preparation costs (e.g. photocopying, paper for
printer, printer cartridge, computer disks, picture or slide processing costs, and binding costs of 1
copy for student plus 1 additional copy, but no mailing or courier costs).
Reimbursement Form to claim thesis/dissertation production cost is available at FGS website:
http://www.yorku.ca/grads/forms.html.
FGS Guidelines for the Preparation and Examination of Theses/Dissertations
Prior to writing your thesis/dissertation please visit the following the Faculty of Graduate Studies
Thesis and Dissertation Guidelines website for FGS regulations
http://www.yorku.ca/grads/thesis/
Presentation and style should be discussed with your supervisor. In addition, past Biology
theses/dissertations can be checked out from the various Libraries.
Thesis/Dissertation Libraries
Published theses and dissertations of past Biology graduate students can be viewed and borrowed
from the University Main Library (Ross Building) or the Biology Thesis /Dissertation Library,
247 Farquharson Building (please see Graduate Assistant/Administrative Assistant) to borrow
theses/dissertations from the Biology Department Office .
Thesis/Dissertation Abstract Lengths
The National Library will not accept an abstract for a thesis that is more than 150 words long.
Abstracts for dissertations cannot exceed 350 words. Any excess will be truncated when the
National Library microfiches the completed work.
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THESES/DISSERTATIONS BY PUBLICATION
Students planning to write a thesis/dissertation based on publications should note the following
points:
(a) There is no standard format for theses/dissertations of this type. However, the papers must
be preceded by a complete, up-to-date review of pertinent literature in the field and they
should be followed by a general discussion of the work. The thesis/dissertation might also
include short sections of text connecting the papers and appendices containing
supplementary technical information and relevant unpublished data. The most important
point to keep in mind when organizing a thesis/dissertation of this type is that it should be
easy to read, even by non-experts.
(b) If a thesis or dissertation contains manuscripts or publications that are co- or multi-
authored then the thesis or dissertation will be accepted for examination by the Faculty of
Graduate Studies only if accompanied by signed written statements from the candidate
and supervisor(s) that explain in detail the candidate‟s contribution to the work. The
statement should contain details about each publication: authors, title, journal, candidate‘s
contribution, signatures of candidate and supervisor.
(c) To use published work in your thesis/dissertation, you must obtain permission in writing
from all other authors on the papers and the publishers of the journals in which the work
originally appeared. This is a copyright law. In addition, a statement should be included
from co-authors that would permit the microfilming of the thesis/dissertation. The Faculty
of Graduate Studies, Thesis Office will not accept your thesis/dissertation unless it is
accompanied by these letters of permissions.
(d) To facilitate binding, the papers should normally be photocopied onto standard size
(8 1/2" x 11") thesis paper. However, if it is not possible to photocopy the papers without
reducing the quality of the figures (e.g. electron micrographs, gels, etc.), it is permissible to
submit reprints.
(e) In general, an effort should be made to have the entire thesis or dissertation follow a
consistent format. This may not be possible to achieve in some instances, for example when
papers published in journals have different formats for references.
(f) For manuscripts that you have submitted to journals, re-organize the manuscript for the
thesis or dissertation so that the tables, figures and their associated figure captions, appear
at appropriate locations in each chapter (usually near where they are first referred to in the
text). Do not place the tables and figures at the end of the chapter as you would when
submitting a manuscript.
(g) Number the pages of the thesis or dissertation consecutively. Chapters from publications
may end up having two numbers (those associated with the journal page numbering scheme
and those associated with the thesis or dissertation). When the table of contents and/or list
of figures is produced for the thesis or dissertation, it should refer to the thesis/dissertation
page numbers, not those for a specific journal article.
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Further questions about the preparation of theses/dissertations in this form please check the
following FGS website: http://www.yorku.ca/grads/thesis/.
THESIS/DISSERTATION DEFENCE EXAMINATION
Setting up the MSc/PhD Defence (allow 5-6 weeks)
For both MSc and PhD defence examinations, it is the responsibility of the Supervisor to discuss
the composition of the Examining Committee with the Program Director who retains the right to
appoint extra members if she/he deems it desirable.
For MSc thesis and PhD dissertation, the thesis or dissertation must be approved as acceptable for
examination by the student's Supervisory Committee before the thesis or dissertation is sent to the
Outside Examiner, Dean‘s Representative and External Examiner (applicable for PhD students
only).
Students should allow at least two weeks as a reasonable time for Supervisory Committee
members to read the thesis or dissertation prior to approval. Evidence of such approval must be in
the form of a signature or e-mail by the Supervisory Committee members.
Such approval does not mean that further changes will not be required following the
examination.
Once the Supervisory Committee approved the thesis/dissertation for examination, and the Program
Director has approved the composition of the Committee, the student in consultation with the
Supervisor sets the time and place for the examination and provides this information to the Program
Assistant.
Faculty of Graduate Thesis Office is informed of the examination via the Recommendation for
Oral Examination Form. For MSc defence, the form must be in the hands of FGS three (3)
weeks prior to the defence date; for PhD defence, the form must be in the hands of FGS four (4)
weeks prior to the defence date.
In case of PhD defence, a short web version biography and publication record of the External
Examiner is required by the Faculty of Graduate Studies to confirm his/her suitability to participate
on the specific PhD examination. The biography is to be attached to the Recommendation for Oral
Examination Form.
If a thesis or dissertation contains manuscript(s) or publication(s) that are co- or multi-authored
then the thesis or dissertation will be accepted for examination by FGS only if accompanied by
independent signed written statements from the candidate and supervisor(s) that explain in
detail the candidate‟s contribution to the work.
These statements are attached to the Recommendation for Oral Examination Form.
See Previous Section on Theses/Dissertations by Publication.
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It is the student‘s or supervisor‘s responsibility to ensure that all Examining Committee members
receive a copy of the thesis or dissertation at least 3 weeks (for MSc) or 4 weeks (for PhD) prior to
the examination date after the thesis/dissertation has been finalized and the Recommendation for
Oral Examination has been submitted to FGS
See section below on FGS Guidelines Regarding Treatment of External Examiner‟s Copies of
Dissertations).
Faculty of Graduate Studies will formally inform, via e-mail, each Examining Committee member
and the candidate of the date, time, place of the exam and the specific duties associated with the
various positions on the Examining Committee.
FGS Guidelines Regarding Treatment of External Examiner‟s Copies of PhD Dissertations
1. Students should not contact the external examiner directly themselves. This means the
supervisor should sent the external‘s copy of the dissertation, not the student.
2. The copy must be received by the external examiner at least 4 weeks prior to the exam.
3. It should be accompanied, at the minimum, by generic instructions and notification that
the Dean‘s official letter of invitation will follow (see Generic Instructions next section).
4. For delivery to an Ontario university or home delivery, the minimum method used to send
the dissertation should by Express Post. The dissertation should be well packaged to protect
it from damage.
5. The follow-up e-mail or phone call should be made to the external examiner to ensure
the dissertation was received.
Generic Instructions to be Included When Dissertation is Sent to the External Examiner
Enclosed is your copy of the dissertation for [Student‘s Name] at whose oral examination you will
serve as the external examiner.
As the external examiner, you are recognized as being an eminent person in the field of the
dissertation, whose assessment will be treated as the standard by which the quality of the
candidate‘s work will be measured. As a voting member of the committee, you do not have a
formal power of veto, but the Examining Committee must have substantial reasons for not
accepting your recommendation, especially if the recommendation is negative.
One week before the date set for the oral defence, please mail a written assessment of the
dissertation outlining its strengths and weaknesses to Acting Dean Barbara Crow, Faculty of
Graduate Studies, 230 York Lanes, York University, 4700 Keele St, North York, Ontario,
M3J 1P3; or you may send it by FAX to 416-736-5592 or by E-mail to [email protected].
This report should be more than a statement of errata and/or questions you would pose to
the student.
Within the report, please indicate explicitly whether the dissertation is or is not examinable.
This report will be distributed to the Graduate Program Director and members of the
Examining Committee before the examination.
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Where the Committee deems it advisable and if you agree, the report may be made available
to the student at the end of the examination.
If you have serious doubts about the examinability of this dissertation, please contact the
Biology Graduate Program Director, Dr. Scott Kelly (416-736-2100, ext. 77830) or the
Dean of Faculty of Graduate Studies Dean at 416-736-5329 at least one week before the
date of the oral.
Should the dissertation be nominated for a Faculty of Graduate Studies Dissertation Prize,
your original report will form part of the nomination papers.
The formal invitation from the Dean of the Faculty of Graduate Studies will follow shortly.
Thank you for your participation.
Composition of the Examining Committee
http://www.yorku.ca/grads/current_students/thesis_dissertations_index.html
Note: Biology MSc and PhD Examining Committee composition below is different
than the one on the above website and is subject-to-change.
(a) MSc Thesis Defence. The Examining Committee normally consists of the
Supervisory Committee (Supervisor and 1 Supervisory Committee Member)
plus one other graduate faculty member of the Biology Graduate Program (FGS Dean's
Representative)
plus one graduate faculty member at arm‘s length from the thesis, and normally
from outside of the program (Outside Examiner). If this member is from the program, the
Dean‘s Representative shall be from outside the program.
(b) PhD Dissertation Defence. The Examining Committee normally consists of the
Supervisory Committee (3 members from Biology),
plus one other graduate faculty member of the Biology Program (FGS Dean's
Representative),
plus one graduate faculty member of another Program within York (Outside
Examiner) and
an External Examiner from outside York University.
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Format of Defence
The student must present a seminar, followed by a question period, before the examination
of the thesis or dissertation.
The seminar along with the examination is open to all who wish to attend, though no questions can
be asked by spectators unless they have read the thesis/dissertation and let the Examining
Committee Chair know in advance of their intention to ask questions.
Following the seminar, the student will be examined on his/her thesis or dissertation.
The final deliberation of the Examining Committee (the decision making) will not be open to any
but the Examining Committee members. The quality of the thesis/dissertation and the performance
of the student will be assessed as indicated on the accompanying Biology Thesis/Dissertation
Defence Report which will be filled out following the examination along with the FGS Oral
Examination Report.
Length of Defence
Master's: Approximately 10 to 20 minutes for presentation and approximately
1½ hours for questioning. Total approximately 2 hours.
Doctoral: Approximately 20 to 40 minutes for presentation and approximately
2 hours for questioning. Total approximately 3 hours.
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BIOLOGY MSc/PhD DEFENCE GUIDELINES
Examining Committee members are reminded to bear in mind the following points, all of which
should be demonstrated at an appropriate level for a satisfactory defence. If some aspects do not
become clear, members are encouraged to ask appropriate questions for clarification.
The work should be: original
innovative
publishable
likely to make significant impact on the field of study
of sufficient quantity to deserve the degree (If the work is multi-authored,
the committee should determine if the extent of the candidate‘s input if
sufficient)
The thesis/dissertation should be:
technically well organized
clearly and concisely written and with adequate data presentation
relating the accomplished work accurately and adequately to the background
literature
The defence should: start with a clear and logical presentation
demonstrate that the student has an acceptable understanding of-
the background literature
the technical and intellectual basis of the research
the way the research contributes to the general area of enquiry
establish that the student has an appropriate ability to conduct
independent research
Significant deficiencies agreed upon by the examining committee in one or more of the above areas
are the basis for defence outcomes less than ―ACCEPTED with no Revision” as recorded on the
―ORAL EXAMINATION REPORT‖. Outstanding performance in all of the above areas should be
considered essential for awarding the degree ―WITH DISTINCTION‖ and/or nomination for a
―THESIS/DISSERTATION PRIZE‖.
OUTSIDE AND EXTERNAL EXAMINERS: The Biology Graduate Program has the option
of awarding the appellation “WITH DISTINCTION” to its degrees. The degree With
Distinction will be given only if both the thesis/dissertation and defence are in the top 5% of
the level of study. When reading the thesis/dissertation we would appreciate if you could
consider whether it might be considered in this category. Final decision on this will be made
after the defence when the entire Examining Committee must give a unanimous
recommendation. Your prior thought on the matter would be appreciated.
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FGS SUGGESTED PROCEDURES FOR THE ORAL EXAMINATION
1. Written comments provided by the External Examiner (in case of a PhD Defence)
will be made available to the Examining Committee prior to the examination.
2. The student is given the opportunity to present an oral summary of his or her work.
If this procedure is followed, the Chair will inform the student and indicate the time
available.
3. Normally, the first round of questions will refer to general aspects of the work. Subsequent
questions will deal with more detailed matters. The External Examiner
will normally begin each round of questioning and will be followed by the other members of
the committee in an order agreed upon before the examination.
4. The Chair will ensure that each member of the Examining Committee has an equal
opportunity to pose questions. After the ―formal‖ rounds of questioning, general discussion
and order of further questioning will be at the Chair‘s discretion.
5. Generally speaking, the question period should run its natural course, with members of the
Examining Committee indicating when they are satisfied. The Chair will use his/her
discretion as to the appropriate closing point. A general guideline for the length of the oral
is approximately 10 to 20 minutes for presentation (if applicable) and 1 ½ hours of
questioning for a Master‘s defence, and approximately 20 to 40 minutes for presentation (if
applicable) and 2 hours for questioning for a doctoral defence. The Chair will then ask the
candidate to leave the room.
6. The committee will discuss the work and the oral defence, the discussion beginning with the
External Examiner‘s remarks.
7. The Chair will then assess the committee‘s opinion from the discussion.
8. If there is no consensus, a vote will be taken to determine the outcome.
Please see Results of Oral Examination Section, for Types of Results.
9. Should revisions be required, their nature will be agreed in detail and inscribed on the Oral
Examination Report Form, under ―comments‖. The supervisor will note these revisions in
detail. A clear consensus must be reached by the Examining Committee as to the extent of
the revisions required.
10. The candidate will be recalled and informed by the Chair of the outcome of the examination.
Should revisions be required, their exact nature will be transmitted to the student by the
Chair.
11. The written comments of the external examiner will, with his or her permission, be copied to
the student and Program Director.
12. If appropriate, the Certificate Pages are circulated for signature.
13. The Oral Examination Report Form must be completed and signed by the Chair and the
Dean‘s Representative.
Biology Paperwork
14. The Biology Thesis/Dissertation Report is signed by all members of the Examining
Committee.
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GRADUATE PROGRAM IN BIOLOGY
THESIS/DISSERTATION DEFENCE REPORT
NAME: _________________________ DATE: _______________ M.Sc. or Ph.D.
Should the degree be given "WITH DISTINCTION" (i.e., are both the thesis/dissertation
and defence in the top 5% of theses/dissertations at this level of study)?
Yes ______ No ______
Is this thesis/dissertation to be nominated for THESIS/DISSERTATION PRIZE?
Yes ______ No ______
Is this thesis/dissertation prize nomination
Decision UNANIMOUS? Yes ______ No ______
Signature:____________________ ____________________ ____________________ Chair& Supervisor Supervisory Committee Member
Supervisory Committee Member
__________________________ ________________________ _________________________
Outside Examiner External Examiner FGS Dean‘s Representative
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TITLE:
RESULTS: ACCEPTED with no Revision □
ACCEPTED pending SPECIFIED REVISIONS □
REFERRED pending MAJOR REVISIONS □
FAILED □
COMMENTS: Signatures: ______________________________ (Chair) (Dean/Dean's Representative) NOTE: A copy of this completed form is supplied to the candidate and the Program.
Thesis/Dissertation Prize Recommendation
(Check if appropriate)
□ Committee recommends to the Program a nomination for a Thesis/Dissertation Prize.
Please return with certificate pages directly after defense to: Thesis Coordinator, Faculty of Graduate Studies, 230 York Lanes.
Faculty of Graduate Studies
Oral Examination Report
S tude nt Inf ormat ion
Surna Surname sUR
Given Names(s)
Student Number
Date o Date of Oral Defense
Program Biology
Degree
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RESULTS OF ORAL EXAMINATIONS
The result of the oral examination is reported by the Dean's Representative on the Oral Examination Report Form provided. All members vote (with the exception of any members
attending in an ex-officio capacity). Abstentions are not allowed.
Accepted with no Revision (Certificate pages are signed.) The oral examination requirement is met if the Committee accepts the thesis or dissertation with
no revisions.
Accepted Pending Specified Revisions (Certificate pages are signed.)
The oral examination requirement is met if the Committee accepts the thesis or dissertation with
specified revisions. These specified revision could range from typographical errors or changes of a minor editorial nature, to specified insertions or deletions which do not radically modify the
development/argument of the thesis or dissertation. The Committee must specify such changes
with precision. It is the responsibility of the supervisor to ensure that all such changes are made and the Dean's Representative will confirm that this is the case.
MASTERS: In cases where there is one vote for major revision, specified revisions are
expected. DOCTORATE: In cases where there are no more than two votes for major revision or one vote
for failure, specified revisions are expected.
Referred pending Major Revision (Certificate pages are NOT signed.)
MASTERS: A thesis is referred for major revision if any of the following conditions exist:
the committee agrees that the thesis requires substantive changes to be acceptable; or,
there is a minimum of two votes for major revision; or,
there is one vote for failure.
DOCTORATE: A dissertation is referred for major revision if any of the following conditions
exist:
the Committee agrees that the dissertation requires substantive changes to be
acceptable; or,
there are two votes for failure; or,
there is one vote for failure plus a minimum of one vote for major revision; or,
there are at least three votes for major revision.
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In this situation, one of the following procedures, agreed upon by the Committee before the
examination is adjourned, must be used to finalize the oral results:
a) the Committee will reconvene within twelve months to continue the oral
examination;
OR b) the revised thesis or dissertation will be circulated within twelve months to all
members, who will inform the Chair and the Dean's Representative whether they
feel the stipulated requirements have been met.
Detailed reasons for referring pending major revision must be supplied in writing by the Chair to
the Dean, the Program Director and the candidate within two weeks.
After an adjournment and when the major revisions have been completed, the thesis or
dissertation is failed if there are two or more votes for failure. A thesis or dissertation cannot be referred for major revisions more than once and no further adjournment is permitted. In the event
of failure, detailed reasons must be supplied in writing by the Chair to the Dean, Program Director and candidate within two weeks.
Failed (Certificate pages are NOT signed.) A thesis is failed if there is a minimum of two votes for failure. A dissertation is failed if there is
a minimum of three votes for failure.
BIOLOGY EXCEPTIONAL THESIS/DISSERTATION -”WITH DISTINCTION”
Both Biology M.Sc. and Ph.D. degrees can be awarded with the accolade "with distinction"
which will appear on the transcript but not on the degree Certificate. To receive this honour,
the Examining Committee must agree unanimously that the thesis/dissertation and the defence
are in the top 5% of theses/dissertations submitted at that level of study.
THESIS/DISSERTATION PRIZE
The Faculty of Graduate Studies awards a maximum of six (6) prizes for exceptional theses and
dissertations in a given year (i.e., calendar year January 1 to December 31). Normally three (3) of
these will be awarded for Master's theses and three (3) for Doctoral dissertations.
1. The value of the awards will be $1,000 for Doctoral dissertations and $500 for Master's
theses.
2. The deadline for nomination, which must include a final copy of the thesis/dissertation
together with the report from the nominating program, is usually end of January of the
following year.
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3. Only one M.Sc. thesis and one Ph.D. dissertation may be nominated by a program in
one year.
4. The thesis/dissertation must have been recognized by the then Examining Committee as
being outstanding before it may be nominated.
5. The Program Director prepares the nomination.
The submission must include:
a statement from the Examining Committee expressing support of the thesis/dissertation
as being outstanding,
the report of the External Examiner where applicable,
a statement from the Chair of the Examining Committee, supported by the examining
committee, detailing those elements of the thesis/dissertation which make it exceptional,
a final copy of the thesis/dissertation,
a supporting statement from the Program Director.
6. The FGS Scholarships and Awards Committee may seek advice from other members of
the university before reaching their decisions.
7. The decision(s) of the FGS Scholarships and Awards Committee will be final.
The results will be announced at the Spring Convocation each year when the recipients
will receive the awards.
AUTHORSHIP
During the period you are in the Biology Program, it is expected that your research will result one
or more publications. Occasionally, in the past, disputes have arisen between student and
Supervisor over the authorship of these papers. In an attempt to eliminate such incidents in the
future, the Program has adopted the following guidelines with respect to authorship:
(a) Since the Supervisor normally provides the student with finances and facilities to do
research, the Supervisor has the right to authorship on the student's papers and on meeting
abstracts if he/she so wishes.
(b) The student should normally expect to be first author on papers and meeting abstracts if
he/she has done most of the research and has taken a major part in preparing the work for
publication.
(c) The student should not necessarily expect to be first author on papers and meeting
abstracts if he/she failed to write-up the work for publication within one year of leaving
the Program or within one year of completing the work.
Also, please consult the Faculty of Graduate Studies Publication titled “Intellectual Property and
the Graduate Student at York University”. A copy is usually provided to each newly admitted
student prior to the start of his/her studies. In addition, check the FGS Intellectual Property Policy
outlined at the following website: http://gradstudies.yorku.ca/policies-procedures/intellectual-property-for-
graduate-programs/
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THESIS/DISSERTATION SUBMISSION FOR BINDING
http://www.yorku.ca/grads/current_students/thesis_dissertations_section3.html
Number of Copies
Three (3) unbound copies of the Thesis/Dissertation should be submitted for binding to the Thesis
Office, Faculty of Graduate Studies, 230 York Lanes along with the Revision of
Thesis/Dissertation Form (see next page) signed by your Supervisor and the FGS Dean‘s
Representative (if decision was specified revisions or other).
E-mail in lieu of signature is acceptable.
Revision form is not required for Accepted without revisions.
The date the student submits the revised thesis/dissertation to the FGS Thesis Office (after
defence) is the date considered for completing all MSc/PhD degree requirements. Students
must be registered up to this completion date.
Thesis/Dissertation Binding
The cost of binding the three copies (university‘s copy, the program‘s copy and the supervisor‘s
copy) of the thesis or dissertation (effective September 26, 2006) that the student submits to FGS
will be paid by FGS.
Graduate Students will be given information on how they can arrange to have their personal
copies bound directly through the Copy service on campus.
Thesis/Dissertation Spine Information Required for Binding
See Title Abbreviation Form on the following page. Total characters allowed is 75 including
spaces.
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TO BE SUBMITTED BEFORE OR AT THE TIME OF
HANDING IN FINAL COPIES
This Memorandum is to confirm that the above named student has satisfied the revisions required to
complete his/her thesis/dissertation. E-mail notification is acceptable.
Supervisor________________________ Dean‘s Representative____________________ Date____________________________ Date_________________________________
NOTE: This form is NOT required IF Thesis/Dissertation is ACCEPTED with No
Revisions.
Faculty of Graduate Studies Revision Approved Memorandum
REVISIONS APPROVED MEMORANDUM
S tude nt Inf ormat ion
Surname
Given Names(s)
Student Number
Date of Oral Exam
Program Biology
Degree
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Your full title and name will appear on the front cover of the bound copies of your thesis/dissertation. The spine of the bound copy has room for only 75
characters, including your name.
For titles and names which are longer than 75 characters in total, please indicated an abbreviated form of your title as it will appear on the spine of the
bound copies.
For example: For the title “The Way Must Be Tried: A History of York University from 1958 to 2008” by J. Williams, the spine would read:
T H E W A Y M U S T B E
T R I E D J . W I L L I
A M S
Using block letters, please begin with the abbreviated title of your
thesis/dissertation and end with your initial and last name.
Please return to the Thesis Office, Faculty of Graduate Studies, 230 York
Lanes.
Faculty of Graduate Studies
Title Abbreviation Form
REVISIONS APPROVED MEMORANDUM
78
CONVOCATION & FEE REFUNDS
Convocation
Graduate Students are requested to apply to graduate near completion of their degree.
Apply to Graduate:
http://www.yorku.ca/mygrad/preparing/apply/
The Biology Graduate Program Assistant, after being informed by the Faculty of Graduate
Studies Thesis Office of the date the thesis/dissertation has been submitted to FGS for binding,
will automatically process the Faculty of Graduate Studies Convocation Information-Degree
Form and will forward it to the Registrar‘s Office for their information. Ensure that your
mailing address on file will be in effect at least three months prior to the next convocation
date. The full official name on record (see below) will be used for the degree certificates.
After the Registrar‘s Office receives the FGS Convocation Information Form they will inform
Student Accounts that you have completed all your degree requirements. Student Accounts at
this time will assess if any fee refund is owed to the student. Allow up to 8 weeks+ before
receipt of any refund, if applicable.
You cannot graduate unless all your York University debts are cleared.
Gender Neutral Convocation Degree Information
Students may request that their degree be recorded as gender neutral on the certificate.
e.g. Magisteriate and Doctorate.
Name on Transcripts and Degree Certificate
The name appearing on all transcripts and degree certificates will be the official name found in
the Student Information System. Please verify your official name by going to
http://www.registrar.yorku.ca/myonlineservices/
The ONLY name change requests that are accepted without accompanying documentation are:
1. a request to take an existing middle name (NOT a first name or a last name) and change it
into an initial, (John James Smith to John J. Smith).
2. a request to change the spacing, capitalization or accents for an existing name (John
Mcdonald to John McDonald).
79
Official Name Change Request
please visit The Bennett Centre for Student Services Building, Client Services
All other name change requests require official documentation which exactly matches the
requested name. This includes requests to:
1. change a first or last name to an initial (Jane Julie Smith to J. Julie Smith)
2. completely delete a part of an existing name (John James Smith to John Smith)
3. add any name or initial (Jane Smith to Jane Julie Smith)
4. change the spelling of any name (Jenny Smith to Jennifer Smith)
5. expand an initial to a name (John J. Smith to John James Smith)
Name change by marriage: Canadian marriage certificate; or foreign marriage certificate (myst
be translated into English); or divorce order or judgment.
Name change by law: certificate or court order made under a provincial change of name act or
under similar legislation.
Return to birth/maiden name: birth certificate and valid photo identification (passport or driver‘s
licence).
Given name change: when given names need to be modified, valid photo identification (passport
or driver‘s licence), which provides proof of the modification, is required. These documents are
not valid for other types of changes.
Fee Refund Deadlines
Refund Tables at: http://www.yorku.ca/sfs/refunds/tables/
is reproduced below apply only if all degree requirements have been completed by the dates
mentioned below.
Summer 2013 Session - Refund Table
All graduate programs (except those at Schulich School of Business).
Term Full Credit 20% Program Fee Withheld 60% Program Fee Withheld No Credit
Summer Up to and including May
31 June 1-15 July 16 - 30
July 1 onward
Fall/Winter 2013-2014 Session – Refund Table
Term Full Credit 20% Program Fee
Withheld 60% Program Fee
Withheld No Credit
Fall Up to and including Sept.
30 Oct. 1 - 15 Oct. 15 - 31 Nov. 1 onward
Winter Up to and including Jan.
31 Feb. 1 - 15 Feb. 16 – 28
March 1 onward
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Term Withdrawal
Fees refunds/credit calculations are based on complete withdrawal from a term, not withdrawal
from individual courses; this is because fees are calculated according to a student's program and
full-time or part-time enrolment status/activity level. Fees are not calculated on a per course
basis.
REINSTATEMENT AND READMISSION AFTER WITHDRAWAL FROM THE
PROGRAM
Form to use for reinstatement: FGS Academic Petition Form
http://www.yorku.ca/grads/forms/html
Reinstatement
Students previously registered in a graduate program at York who did not complete their
requirements and who wish to return to the same program may petition for reinstatement if;
they have been out of the program for no more than three terms,
and a) they have not undertaken further studies during their absence from the
program,
and b) they were in "good standing" at the time of withdrawal from the program .
Readmission
Students previously registered in a graduate program at York who did not complete their
requirements and who wish to return to the same program will be required to reapply if;
1. they have been out of the program for more than 3 terms,
or 2. they have completed less than 75%* of the program requirements prior to
leaving the program,
or 3. they have undertaken further studies in other post-secondary educational
programs,
or 4. they were not in "good standing" at the time of withdrawal from the program.
In cases where it is not readily obvious what percentage of the program has been
completed, the Graduate Program Director shall be consulted.
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GOVERNMENT (FEDERAL & PROVINCIAL ) SCHOLARSHIPS
There are four primary sources of scholarships for Biology graduate students: Canada Graduate
Scholarships (CGS), the Natural Sciences and Engineering Research Council of Canada
(NSERC) Scholarships, Ontario Graduate Scholarships (OGS), and Canadian Institutes of Health
Research (CIHR) Doctoral and Master‘s Research Awards. There are also other, more
specialized scholarships available which are worth applying.
Details are advertised via e-mail or it might be beneficial to search various websites.
Alexander Graham Bell CGS, NSERC & OGS
Students should normally apply for both OGS and NSERC if their records are strong.
Students with an A average in undergraduate and graduate courses are eligible for NSERC or
OGS awards. OGS will not accept any application with a GPA that is less than A- (7.5 York
undergraduate scale), even if the student has numerous publications.
CGS, NSERC and OGS cannot be held concurrently.
The latest version (2014-2015) of the Application forms and instructions for CGS NSERC and
OGS scholarships are available from the websites approximately late August of each year.
CGS & NSERC: http://www.nserc-crsng.gc.ca/Index_eng.asp
OGS: FGS Website:
http://www.yorku.ca/grads/money_matters/ext_awards.html
Applicants MUST USE 2014-2015 FORMS, other years are not acceptable.
CGS at the Doctoral level (PhD) is worth $35,000 a year (for two or three years).
CGS at the Master‘s level is worth $17,500 a year (for one year).
Alexander Graham Bell CGS is awarded by NSERC to the top NSERC PGSM and PGSD
applicants. CGS is usually tenable in Canada, however supplements have been established to
study abroad (Michael Smith Foreign Study Supplements).
CGS Julie Payette is worth $25,000 a year (for one year).
NSERC PGSD is $21,000/annum (up to three years).
NSERC PGSM is $17,300 for one year.
NSERC PGSM or PGSD can be taken outside Canada, if requested and awarded by NSERC as
such, otherwise tenable in Canada only.
OGS is a one year award and students have to re-apply yearly.
Value of an OGS for both MSc & PhD students is $15,000 ($10,000 provided by the Ontario
Government and $5,000 provided by the University). Tenable in Biology at York University
only, if applied through Biology Graduate Program.
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Deadline dates and specific procedures for submission will be announced to the students in the
program via e-mail and notices. Watch for the announcement and be prepared to meet the
deadlines (NO EXTENSIONS!). Late applications will not be accepted for the obvious reason
that they will miss the ranking meeting discussed below.
On Line NSERC application
DEADLINE DATE FOR 2013 IS: FRIDAY, OCTOBER 4, 2013 (subject-to-change).
Official Transcripts from all Post-secondary Institution must in Program Office by this
deadline. If you are applying for NSERC and OGS, please order 2 set of transcripts.
NSERC Ranking Process
NSERC applications are grouped by PGS M & PGS D applicants.
Biology Program ranking:
The Biology Graduate Committee (5/6 members) ranks the applications in each category.
Fourth year undergraduate students are ranked with first year MSc students in the PGSM
category.
MSc 2 students are ranked with PhD students in the PGSD category.
Faculty of Graduate Studies (FGS) ranking:
The Biology rankings are then taken by the Program Director to a meeting to FGS with all
other science related Program Directors (i.e., CRESS, Physics, Chemistry, Mathematics,
Psychology, Environmental Studies, etc.).
At that meeting a combined overall ranking is produced in each category.
Program rankings are not altered in this process but for example #1 from Biology may end
up #4 in the overall ranking.
York University can submit a limited number of total NSERC scholarship applications to
NSERC. For the 2012 competition, York University‘s NSERC quota for PGSM and
PGSD was 33.
NSERC ranking:
The 33 York University submits at PGSM & PGDS gets ranked at NSERC in the
proposed level of study and proposed research field of research.
Note: Students can submit only one application per academic year to NSERC or CIHR (see
next page).
If the University selects your NSERC application as one of the quota numbers that will be
submitted to NSERC, it is considered an application and you cannot apply to CIHR.
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OGS applications are grouped by intended year of study (MSc and PhD students) as above.
Biology ranks OGS applicants and provides rankings to FGS.
Biology generates a "reversion list" which includes the second ranked group of students. Since
many of the funded students in the top group decline the OGS in favour of other awards (e.g.
NSERC), there is a good chance that a person on the reversion list will receive a scholarship.
Grade-Point-Average Calculations for NSERC & OGS Scholarship Applications
Prior to applying for the various scholarships, please check out the method of Grade-Point-
Calculations below.
NSERC
Students must have received an A average in each of the last 2 completed years of study.
PGSD applicants
Last year for an MSc student applying for PGSD equals all graduate courses,
Second last year are the 4th
year level undergraduate courses.
PGSM applicants
Last year usually means 4th
year undergraduate courses.
Second last year usually means 3rd
year undergraduate courses.
OGS
Applicants entering 1st or 2
nd year of graduate studies at the time of application
Must have an overall average of at least A-, or its equivalent, on the last 20 one semester courses,
or the equivalent completed.
Note: this could mean a combination of graduate and 4th
year undergraduate courses.
Applicants entering the 3rd
year or beyond of graduate studies at time of application
Must have an overall average of at least A-, or the equivalent, on all graduate courses completed.
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NSERC & CIHR M Biology Ranking Criteria
The Biology Graduate Committee has 5 pieces of information on which to base its rankings:
i. transcripts,
ii. publication records,
iii. Supervisors' and 2nd
referees‘ comments,
iv. research proposal (NSERC, & OGS), and
v. Committee members' knowledge of the student.
Of these only (i-iv) are available to the external committees and only (i) and (ii) are "hard data".
Consequently, the Program rankings are based primarily on (i) and (ii) with grades generally
dominant in the early years and publications dominant in later years.
As far as papers are concerned, "submitted" and "in press" are considered, "in preparation"
doesn't usually carry much weight. With respect to publications, those with the student as first or
sole author are counted most heavily. Usually only publications in reputable, refereed,
internationally known journals or conference proceedings are considered seriously, although
lesser publications are always worth including.
Criteria (iii) and (iv) are used to help break ties on (i) and (ii) or may be useful in exceptional
cases where (i) and (ii) may not be an accurate reflection of the student's current abilities for
some unusual reason. Criterion (v) is usually only used to confirm decisions arrived at on the
above criteria or to break ties.
It is perhaps worth pointing out that a student who is known to be a good departmental citizen as
shown by participation in various Association of the Graduate Students in Biological Science
(A.G.S.B.S.) activities and frequent attendance at departmental seminars is likely to be more
highly ranked when criterion (v) comes into play.
NSERC PGS Criteria and Weightings
PGSD PGSM
Academic Excellence 30% 50%
Research Ability/Potential 50% 30%
Communication
Interpersonal & Leadership Abilities 20% 20%
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THE QUEEN ELIZABETH II GRADUATE SCHOLARSHIPS IN SCIENCE &
TECHNOLOGY (QEII-GSST) (Subject-to-Change)
The scholarships will be awarded to Canadian citizens or permanent residents enrolled full-time
in approved research master‘s and/or doctoral programs in science and technology at an Ontario
university.
Recipients must exhibit overall academic excellence. Applicants entering the 1st or 2
nd year of
graduate studies must have an average of at least A-, or the equivalent, on the last 20 one
term/semester courses or the equivalent completed. Applicants entering 3rd
year or beyond of
graduate studies must have an average of at least A-, or the equivalent, on all graduate courses
completed. Recipients will also exhibit research ability or potential; excellent communication
skill; and interpersonal and leadership abilities.
Value: $15,000/year, Application Deadline: summer term (subject-to-change).
Recipients may hold other awards of up to $10,000 but may not hold an Ontario Graduate
Scholarship (OGS) in the same year of study in which they hold an QEII-GSST.
Eligibility Conditions
Master‘s students can receive the scholarship for a maximum of two years and doctoral students
for a maximum of four years, subject to a lifetime maximum of four years per student. Master‘s
students are not eligible for a QEII-GSST award after two years of study at the master‘s level,
and doctoral students are not eligible for a QEII-GSST award after five years of study at the
doctoral level.
Note that the QEII-GSST awards, unlike the OGS awards, do not have attached to them a lifetime
limit of four years of government-funded scholarship support, including OGS, Natural Sciences
and Engineering Research Council of Canada (NSERC), Canadian Institutes of Health Research
(CIHR) (formerly MRC), and Social Sciences and Humanities Research Council of Canada
(SSHRC). It is possible for a doctoral student to have received four years of support from
OGS or NSERC and still be eligible for one year of support through the QEII-GSST
program.
Application consists of
No Special Application Form
Research Statement – 1 page
Curriculum Vitae
2 academic letters of reference which address your research ability or potential
All official university transcripts
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CANADIAN INSTITUTES OF HEALTH RESEARCH (CIHR)
Note: Students can submit only one application per academic year to NSERC or CIHR.
The funding guidelines and eligibility and instructions can be found on the CIHR‘s Canada
Graduate Scholarships webpage:
http://www.cihr-irsc.gc.ca/
Application submitted through Researchnet.
CIHR M Applications due on line: TBA
Official transcripts must be ordered in advance and sent to the Graduate Assistant for this
competition. Graduate Assistant will provide applicant transcript and signature page to
upload.
Masters Awards
―The Canada Graduate Scholarships Master‘s Awards administered by CIHR are intended to
provide special recognition and support to students who are pursuing a Master‘s degree in a
health related field in Canada. These candidates are expected to have an exceptionally high
potential for future research achievement and productivity‖. Awardees receive $17,500 for one
year.
CGS Master‘s Awards will have an internal York University deadline and will be ranked by the
Biology Graduate Program and the Faculty of Graduate Studies. The University is provided a
quota by CIHR Deadline usually early February.
Doctoral Research Awards (DRA)
Doctoral students pursuing a doctoral degree in the health related field in Canada or
abroad apply directly to CIHR Doctoral Research Awards. Candidates must have completed
at least one year (12 months) of graduate study at the Master‘s or Doctoral level, and have been
registered for no more than 26 months as a full-time student in a doctoral program. The top
ranked Doctoral Research Award (DRA) applicants pursuing doctoral training in Canada may be
eligible for a Canada Graduate Scholarships (CGS) Doctoral Award.
CIHR Doctoral Research Awards applications are not ranked by the Program or by the Faculty of
Graduate Studies but are sent directly by the student to Canadian Institutes of Health
Research.
Please ensure you read the Eligibility criteria.
Application submitted through Researchnet. Official transcripts must be ordered in advance and
sent to the Graduate Assistant for this competition.
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YORK UNIVERSITY SCHOLARSHIPS & AWARDS
Most of the scholarship information can also be found at the Faculty of Graduate Studies website:
http://www.yorku.ca/grads/financial/
York Graduate Scholarships
York University offers a limited number of graduate scholarships to students entering programs at
the master‘s and Doctoral level. There are no application forms for these scholarships. Offers are
made by the Graduate Program Director to selected applicants who have unequivocal ―A‖
standing in their previous two years of study.
International Tuition Fee Scholarship
The Faculty of Graduate Studies at York University offers International Tuition Fee Scholarships
to highly qualified international students. There are a limited number of these Scholarships and
they are awarded on the recommendation of the graduate program to which the student is
applying. These scholarships are applied directly to the international differential tuition fee in
varying amounts (up to approximately $4,800 in 2013-2014; or $1,600 per term) and are awarded
at the time an offer of admission is made to the applicant.
École Polytechnique Montreal Women‟s Memorial Scholarship
York University established this graduate award in memory of the 14 women who died tragically
at the École Polytechnique on December 6, 1989. The award is designed to encourage women to
enter science disciplines. The scholarship, valued at $5,000, will be offered to an entering, full-
time, female candidate in a program of study leading to the degree of Master of Science.
Selection will be made by the Awards Committee of the Faculty of Graduate Studies from the
nominations provided by each science program.
Susan Mann‟s Dissertation Scholarship
Five/six scholarships are awarded yearly by the Faculty of Graduate Studies to Doctoral
candidates in order to expedite completion of the doctoral dissertation. These scholarships are
awarded to outstanding students in the final year of their program and are valued at $ 20,000 plus
$1,000 for research costs. If awarded, and the student is not finished within the year, subsequent
terms after holding the scholarship is allowed only as a part-time student. As a part-time student,
the student is not permitted to hold any University employment (TA or GA) and may not hold
any other major scholarship. If the student finishes within the year, there is a bonus of $1,000.
Competition deadline is usually around March.
Governor General‟s Gold Medal
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The Governor General‘s Gold Medal may be awarded to either a Master‘s or Doctoral candidate
who will be receiving his/her degree at the Spring Convocation of the year or who received
his/her degree in the previous Fall Convocation. Graduate Programs submit one name to the
Awards Committee of FGS in the spring. The nominees must be outstanding and have made
exceptional contributions to scholarships.
Graduate Studies Matching Program (GSMP) Awards
The Graduate Studies Matching Program (GSMP) is a scholarship and awards fundraising
program, initiated by the York University Foundation YorkU50 fundraising campaign to raise
money for graduate student funding. One goal of the GSMP is to attract top applicants to our
graduate programs. Most awards will be for specific program as the two below.
Nestmann Scholarship (GSMP Award)
-specific to Biology (area of study Molecular Biology or Genetics)
The Graduate Program in Biology will identify nominees. Students cannot apply directly
to FGS.
C.D. Fowle Scholarship in Ecology (GSMP Award) – specific to Biology (area of
study Ecology)
The Graduate Program in Biology will identify nominees. Students cannot apply directly
to FGS.
UNIVERSITY FUNDING
The University provides a number of funding sources to support of graduate students.
These funding sources are:
a) Teaching Assistantships (TAs),
b) Research Assistantships from the Faculty of Graduate Studies (FGS RA),
c) Research Assistantships (RAs) from the Research Supervisor,
d) Graduate Financial Assistantship (GFA) as a TA,
e) Graduate Assistantships (GA)
Specified hours are assigned to the TA and GA positions. The maximum hours a full-time
graduate student is eligible to work on campus per year is 405 hours or 10 hours/week from
September-August.
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Teaching Assistantships (TA), CUPE 3903-Unit 1 Union Positions (Employment Income)
TAs are used by the Faculty of Science to buy graduate student time to help teach undergraduate
courses.
Duties and responsibilities involve tutorial, demonstrating and/or marking duties as assigned
by the Course Director or Teaching Supervisor, attendance at Course Director‘s meetings,
provision of office hours for students outside scheduled class hours, and invigilation of tests
and examinations. In some cases duties will include coordination of other teaching assistants.
Laboratory demonstrators who have not received proper instruction and training in health and
safety, according to the Occupational Health and Safety Act, must attend a training session
before commencing duties. The actual hours of this session will be counted as part of the
teaching assistantship load. See Section on WHMIS & TA Safety Training.
As a TA, graduate students are expected to take their duties seriously and to carry them out to the
best of their abilities. Graduate students should conduct themselves professionally, be fully
prepared for their teaching duties, and mark assignments in an appropriate and consistent manner.
TAs are an integral part of the Biology Undergraduate Program and consequently, the reputation
of the Biology Department and its graduated students is heavily dependent on the excellence of
the TAs. The skills acquired as a TA are typically important for a graduate student‘s professional
development and future career. Furthermore, excellence as a TA is often reflected in future
references, and rankings for awards and positions.
Qualifications: An Honours degree, or it equivalent in the appropriate discipline (i.e. Biology) is
required, but in upper division courses (3000 and 4000 level) preference will be given to students
with a specialist knowledge of the subject matter of each course. Please note that for assignments
in Natural Science courses that involve direct interaction with students, interviews with the
Course or Division Director will be required to demonstrate language proficiency.
The 2013-2014 remuneration for one full TA is $14,271.00 for the maximum of 270 hours of
work. Fractions of a full load can be held. Students apply for TA work via the Faculty of
Science before June for the coming academic year.
Full time PhD students (level 2-5) have priority over full-time MSc students.
TA assignments are made by the Biology Department Chair or his/her designate based on
teaching need, student requests, course directors requests, and excellence of previous
performance.
Application details are usually distributed in April of each year.
Students should take note that if they accept/receive more than 1 full TA for the period of
September 1 till August 31st, they will lose the grant-in-aid-portion on any TA above 1.0
TA.
90
TA allocations will be made for the entire year, September 1 to August 30. Students holding
external scholarships (e.g. CGS at the MSc level, NSERC, OGS,) are entitled to 1.0 full TA, if
they wish to do this amount of work. CGSD and Elias holders are entitled to hold 0.5 TA.
TA contracts will be processed to correspond to the period of TA duties being performed since
this is considered Employment ;
if you hold a TA position in the Fall Term, you will receive the pay for this position from
September-December
if you hold a TA position in the Winter Term, you will receive the pay for this position
from January-April
if you hold a TA for the whole academic year, you will receive the pay for this position
from September -April
if you hold a TA in the summer term (SU), you will receive the pay for this position from
May-August. S1 from May-June, S2 from July-August.
TA APPLICATION PROCEDURES
1. Students must formally apply for a TA position to the union via the Application for a
Teaching Assistantship, York University, CUPE 3903, Unit 1 Form usually by early
May for Fall/Winter Terms if a blanket application has not been submitted between
November 15 and January 31st.
2. Based on the information provided on the TA application Form, the Minimum Guarantee
Assignment Form for PhD students, and the funding information available, the
Chairperson of the Department or his/her designate allocates TA assignments.
Usually these assignments are finalized between July and mid August.
3. Teaching Assistantship-Offer of Teaching Assignments are distributed electronically
to each student as soon as possible. Acceptances/Refusals of these offers must be
returned immediately by the student in order for the Biology Graduate Assistant to
prepare the electronic Employee Transaction Forms (ETF), prior to the official payroll
upload period.
If the acceptances are not received on time for Payroll processing deadline, usually 1st
week of September, students‘ salary for the month of September may be delayed due to
early Payroll cut-off deadlines. Contracts are submitted electronically directly to Payroll
without the student‘s signature. The contracts then are approved on-line by both the
Faculty of Graduate Studies to state that the student is registered, and by the Faculty of
Science to make sure the department assigned the approved allotment per course.
September Monthly Pay Upload Deadline Date: September 13, 2013 (i.e., all
contracts must be in the final approved stage in the pay system.
91
4. Students will receive a Pay statement each month, in their mailboxes (located in 247
Farquharson e.g. Peng lab).
Taxes, CPP, EI, and union dues are deducted from each pay.
If you change your address or banking information, please inform the Graduate Program
Assistant in advance (at least one month before the next pay date), in order to update the
pay information in her system and to inform Payroll.
Payroll must have your most up to date address in order to be able to forward tax
information/forms each year.
You must have completed Workplace Hazardous Material Information System (WHMIS)
& TA Training in order to work in the Faculty of Science (FS)
As a Teaching & Research Assistant.
RESEARCH ASSISTANTSHIPS (RA) PROVIDED BY RESEARCH SUPERVISOR
- Non-Union Positions
RAs are paid from the faculty members' research grants. These RAs typically have no specific
duties associated with them. Their purpose is to provide support to students to carry out their
own thesis/dissertation research.
RESEARCH ASSISTANTSHIP (RA) PROVIDED BY FGS
-Non-Union Positions
Funding packages usually contain a Faculty of Graduate Studies (FGS) Research Assistantship
component as per agreement with FGS for the specific year.
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BIOLOGY GRADUATE STUDENT FINANCIAL SUMMARY FORM Please ensure that this form is filled out accurately and legibly
and signed by the Student & Supervisor!
Form required for all full-time Biology graduate students, even for those who do not request TA.
Student’s NAME:_________________________ MSc or PhD ____________
Section A is to be filled out by Student.
(A) TEACHING ASSISTANTSHIP (TA) INFORMATION: From Sept 1-Aug 31 **The Biology Minimum Guaranteed Stipend includes 1 full TA for the period of Sept. 1-Aug. 31.
Students requesting less than 1 TA must have their supervisor’s approval**
I do NOT want a TA in Fall Term Reason: _______________________________
I do NOT want a TA in Winter Term Reason: ________________________________
I do NOT want a TA in Summer Term Reason: ________________________________
Total TA Requested : ___________ If you choose not to TA in a specific term, please
(e.g., 1.0, 0.75, etc.) do not select a course that is being taught in that term. TA assignment PREFERRED (Assignment requested is NOT GUARANTEED by the Department.)
(rank in order of preference) Undergraduate Course Descriptions are available on the internet. Courses:
1. -------------------- 4. ---------------------- 7. ------------------------ 10. -------------------------
2. -------------------- 5. ---------------------- 8. ------------------------ 11. -------------------------
3. -------------------- 6. ---------------------- 9. ------------------------ 12. -------------------------
Please list courses demonstrated at York previously or previous university attended: ________________ _________________ ___________________ ___________________
________________ _________________ ___________________ ___________________
Students must apply for TA positions via the CUPE 3903, Unit 1 TA Application. This form is not a TA application form!
HAVE YOU HAD WHIMS & TA SAFETY TRAINING:
[WHIMS and TA SAFETY training are mandatory for Biology TAs] YES NO
Section B to be filled out by Research Supervisor.
(B1) TOTAL LEVEL OF FUNDING STUDENT TO RECEIVE FROM ALL SOURCES: [e.g. Scholarships, TA, RA, GA, etc. York Graduate Scholarship is not counted in Total Funding].
_____________/year (e.g. $21,000)
(B2) RESEARCH ASSISTANTSHIP (RA)-provided by Supervisor Supervisor’s RA will be distributed throughout the year, depending on TA allocations.
September 1-August 31
Research Cost Centre to be charged: ____________________
_____________________________ _____________________ _________________
Student‟s Signature Supervisor's Signature Date
Section C is to be filled out by Student and/or Graduate Assistant.
(C) OTHER FINANCIAL SUPPORT STUDENT WILL RECEIVE: From Sept 1–Aug 31 If award result is not available at time of submission of this form, required information will be added by the Biology Graduate
Assistant.
Amount Start Date:
NSERC/OGS/OGSST,-to student _______________ _________________
Other Scholarship(s) or Awards _______________ _________________
Other Funding _______________ ______________
Graduate Assistantship (GA), Unit 3 _______________ _________________ Disclaimer: Graduate student funding terminates the term the student completes all degree requirements and/or the date the student is no
longer registered as a full-time candidate.
93
APPLICATION FOR A TEACHING ASSISTANTSHIP
YORK UNIVERSITY -UNIT 1
(If you are registered at York University as a full-time graduate student)
NAME ____________________________________ TELEPHONE ________________________________ surname given name
ADDRESS_______________________________________________________________________________ street city postal code
SUMMER ADDRESS _____________________________________________________________________
SUMMER PHONE_________________________
E-MAIL ADDRESS:__________________
SOCIAL INSURANCE NUMBER _________________________
DATE OF APPLICATION ______________________________
STUDENT #:________________
TYPE OF APPLICATION: Blanket/Specific (Circle one)
FACULTY ___________________________DEPARTMENT/DIVISION:_____________________________
Note that a blanket application, to be considered, must be submitted between November 15 and January 31
(or by the next business day if January 31 falls on a week-end) and shall apply to all positions in the Hiring
Unit for academic sessions that commence during the twelve months following January 31. Any application
after January 31 is specific to the position or positions listed below.
If you have any questions about how to fill in this application, please call the CUPE 3903 office at (416)736-5154.
COURSES/POSITIONS
REQUESTED: 1.____________________________________________ (Even if this is a blanket application,
please specify the position(s), course 2. ___________________________________________
number and title, and academic
session in which you are most
interested.) 3. ___________________________________________
PRESENT COURSE OF STUDY: Graduate Program ___________________________________
______Masters ______Ph.D. _____/____/_____ Year of Study _____________________________ Entry Date(mm/dd/yy) 1st, 2nd, etc.
Graduate Supervisor ______________________________________________
If applying for summer employment, are you a visa student? _______________________________
PRIORITY POOL STATUS:
Number of years (including current year) a full-time Ph.D. candidate _____________________
TA assignments held at York while: a Master‟s candidate __________________________
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PREVIOUS TEACHING ASSISTANTSHIPS AT YORK:
Including any currently held.
Faculty/Course #/Title Year Study Level
(e.g. Arts/HIST2510/Canadian History) (e.g. 1992-93) (e.g. Ph.D. I)
_____________________________________ ___________________________________________
_____________________________________ ___________________________________________
_____________________________________ ___________________________________________
_____________________________________ ___________________________________________
_____________________________________ ___________________________________________
_____________________________________ ___________________________________________
_____________________________________ ___________________________________________
_____________________________________ ___________________________________________
_____________________________________ ___________________________________________
EDUCATION: Begin with current.
Degree & Discipline University Date Completed/In Progress
1. _________________________________________________________________________________
2. _________________________________________________________________________________
3. _________________________________________________________________________________
4. _________________________________________________________________________________
TITLES OR COMPLETED, OR IN PROGRESS, HONOUR, MASTERS AND/OR PHD THESES:
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
PUBLICATIONS: Give authors, titles and journal references.
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
CURRENT RESEARCH:
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
RELEVANT GRADUATE LEVEL COURSE WORK:
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
95
RELATED WORK OR ACADEMIC EXPERIENCE:
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
____________________________________________________________________________________
RECEIPT OF APPLICATION
from
YORK UNIVERSITY
DATE: __________________________________
FACULTY: Faculty of Science DEPARTMENT/DIVISION: Biology
This is to acknowledge receipt of ____________________________________‟s blanket/specific Name of applicant (Circle one)
application form. Please note that the blanket application applies to all positions in this Unit for all
academic sessions which commence during the twelve months following January 31.
Signed _____________________________________________________________________
Revised September 2012
Revised November 2012
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______________________________________________________________________________
Employment Equity (completion of this section is voluntary):
The information below is important for the CUPE 3903 Joint Employment Equity Committee. A
high response rate is critical to the ongoing development of the CUPE 3903 Employment Equity
Plan. We ask that you please self-identify by checking one or more of the boxes below and
submit it to the departmental administrative assistant. Please note that in order for this
information to be useful we need you to include your Employee Number.
Visible Minorities Aboriginal People Persons with Disabilities Women
Employee Number ________________________________
_________________________________________________________________
NOTE: If you are a person with a disability and wish to discuss workplace
accommodation please contact the University Well Being Office:
http://www.yorku.ca/hr/units/employeerelations/ewb.html
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UNIT 1 TEACHING ASSISTANTSHIP - OFFER OF APPOINTMENT
YORK UNIVERSITY Date:______________________ Dear ______________________ On behalf of the Dean, I am pleased to offer you an appointment(s) as Teaching Assistant as outlined below, in: Hiring Unit Faculty of Science (FS) Position Title No. of Assignments/Hours*
Article 10.04 Course ___________________________
Calendar Listing
Meeting Time(s) Campus: York
Session ________________________ Base Total___________ ** Supplement:
Vacation Pay __________ ** Grant in Aid: As per collective agreement
It should be understood that this offer in total consists of Teaching Assistantship(s)*
Total Value of All Contracts: _____________________ (excludes Grant-in-Aid)
If you have accepted other work for this contract year please provide the following information:
Assignment _____________________ Hiring Unit _______________ Academic Session _________**
*The general terms and conditions of your appointment, including salary and provision for cancellation of
appointments, are as set out in the current Collective Agreement between York University and the Canadian
Union of Public Employees, Local 3903. In particular please read Article 10.02.1 for elaboration on your
Teaching Assistantship and hours of work.
THIS OFFER IS CONDITIONAL ON FACULTY OF GRADUATE STUDIES APPROVAL
AND THE APPOINTEE‟S RETENTION OF FULL-TIME GRADUATE STATUS
AFTER REGISTERING FOR THE SEMESTER IN WHICH THE CONTRACT IS OFFERED.
**The Grant-in-Aid (GIA) is the ―non employment‖ portion of your Teaching Assistantship (TA) Salary. GIA is
only added to the first TA-ship per Article 10.03.1 in Unit 1 Collective Agreement. Please also see Appendix G for
the explanation of TA remuneration.
A ―full teaching assistantship‖ is a technical term connoting an annual package of funding for full-time graduate
students. Article 10.02.1 defines a ―full ta‘ship‖. For example, a full ta‘ship is defined as one course director
assignment, one writing instructor assignment or two tutor one assignments plus grant-in-aid, etc. A half ta‘ship is
defined as a 0.5 course director assignment, a 0.5 writing instructor assignment or one tutor 1 assignment plus GIA.
The dollar value of a full ta‘ship is the equivalent to two tutor 1 assignments plus GIA. Because the salaries for
course directorships and writing instructorships exceed that of two tutor 1‘s plus GIA, they do not attract the GIA.
98
The Unit 1 collective agreement ordains that an employee can accept only one full ta‟ship per twelve month
period beginning September 1. Any work over and above the first full ta‟ship is done at the base rate. Consequently, if you have been offered a full ta‘ship comprised of two tutor ones (plus GIA) and subsequently
accept a 0.5 or full course directorship for the fall, winter or fall/winter session your contract for the two tutor 1's will
be adjusted accordingly; that is if you ultimately are offered in total, two tutor 1's and a 0.5 course directorship, your
full ta‘ship will be deemed to be one tutor 1 (plus GIA) plus the 0.5 CD (each being defined as a ―half ta‘ship‖) and
the second tutor 1 will be paid at the base rate. If you are offered two tutor 1's (plus GIA) and, ultimately a full
course directorship, your first full ta‘ship will be considered to be the CD (which is defined as a ―full‖ ta‘ship and the
tutor 1 positions will be paid at the base rate.
If you accept this offer of appointment, please complete, sign, and promptly return to the attached copy of
this form to me. (Any delay in responding may delay your first salary payment.)
Yours Sincerely,
Chair, Biology
246A Farquharson
Keele Campus
York University
4700 Keele Street
Toronto, Ontario M3J 1P3
99
Please indicate any CHANGES/ADDITIONS to the information which the hiring unit has on file in the
following areas. PLEASE NOTE: Delays and/or errors in processing, and/or misdirection of the first salary
payment may be unavoidable if information is inaccurate or incomplete.
Name Telephone
Surname, given name
Address Postal Code ___________________
Emergency Contact __ ___________________________
Social Insurance Number Sex Date of Birth
mm/dd/yr
Bank Name, Branch & Address ____________________________________________________________
Bank Account Number ___________________________________________________________________
PLEASE RETURN A VOID CHEQUE with this letter of offer to facilitate Payroll Processing
Country of Birth Current Citizenship Work Visa Expiry Date __________
CHECK ONE: ______ I accept the appointment(s) as offered
______ I accept the appointment(s) offered subject to the changes set out above.
_______ I decline the appointment as offered.
Teaching Assistants: The amount of money paid for teaching duties is classified as employment income <with
the exception of the Grant In Aid>; therefore deductions for Income Tax, unemployment insurance and Canada
Pension Plan contributions are made at source. Vacation Pay at the rate of 4% of total earnings will be included in
each monthly payment.
I understand that as a full time graduate student I am permitted to work no more than an average of ten (10) hours
per week.
I confirm the accuracy of the above information and accept the terms of appointment as state.
I understand that I am eligible for health, dental and vision coverage as outlined in the collective agreement. I
understand I need to complete the enrolment form and return it to the Pension & Benefits Office, Suite A,
EOB in order to be able to access the benefits. The enrolment form and benefits booklet can be found at:
http://www.yorku.ca/hr/documents/CUPE3903_Benefit_Enrolment_Form.pdf Hard copies of the enrolment
form are available in the Pensions & Benefits Office, Kinsmen Building, 8 Chimneystack Road.
Applicant's Signature
Date _________________________
PLEASE NOTE: FOR FALL/WINTER OFFERS OF APPOINTMENT, INDIVIDUALS
WHO DO NOT RETURN THIS SIGNED-BACK LETTER OF OFFER BY SEPTEMBER 3
FOR PAYROLL PROCESSING MAY NOT BE PAID UNTIL THE OCTOBER 25 PAY
DATE.
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APPENDIX G
REMUNERATION FOR TEACHING ASSISTANTS- CUPE 3903 Unit 1-Demonstrator
Customized for Biology graduate students
BASED ON 2013-2014 RATES
CUPE 3903, Unit 1 is defined as: ―all part-time employees registered at the University as full-
time graduate students and employed in teaching, demonstrating, tutoring or marking. All
individuals so engaged are called ―Teaching Assistants‖. The First Full Teaching Assistantship
is a technical term connoting an annual package of funding for full-time graduate students. As a
majority of full teaching assistantships are comprised of four three-hour ―Tutor 2 laboratories‖,
that will be used as the base unit in the following examples.
Effective September 1, 2013 till August 31, 2014, the basic rate of pay for 0.5 demonstrator
position is $ 5,756. Full TA‘ship is remunerated at the rate of $ 11,512 base salary. In addition
to this full TA base salary, because of their status as full-time graduate students, TA‘s receive a
$2,759 in grant-in-aid (GIA). The salary component is considered ―employment income‖,
recorded on T-4 form, and is subject to the usual holiday pay in addition to Canada Pension Plan
(CPP), Employment Income (EI), and income tax deductions. The grant-in-aid is considered
―non-employment‖ income and is recorded on a T4-A form. This total package amounts to
$14,271.00 and is referred to as the ―first full Teaching Assistantship‖. Any subsequent
demonstrating/marking/coordinating or other CUPE 3903 work offered to a teaching assistant
during the 12- month period is paid at the ―base rate‖ (found in Article 10.04.1) and attracts no
further supplements or grants. For those holding Tutor 2 positions then, full and half teaching
assistantships are configured as follows:
Base salary Grant-in-Aid Total
Full TA‘ship $11,512 + $2,759 = $14,271.00
Half TA‘ship $ 5,756 + $1,379.50 = $ 7,135.50
Normally, each teaching assistant receives one full teaching assistantship package per academic
year beginning September to August and receives the $ 14,271 package paid in the terms when
position is worked. Additional demonstrating/marking/coordinating work above 1 TA is paid at
the basic rate of pay, $ 5,756 (no Grant-in-Aid). Therefore, typical TA remuneration for the year
looks like this:
September to April (if allocated a full year TA position over the 8 months):
$ 14,271 divided by 8 = $ 1,783.87 gross per month
(plus 4% holiday pay on the T-4 portion)
Please note then that in the actual pay, 4% holiday pay is added to the T-4 portion of your
compensation. Therefore, factoring in holiday pay, your fall/winter TA-ship should look like
this:
Base Rate Holiday pay Grant-in-Aid Total Monthly(8)
$11,512 $ 460.48 $2,759 $ 14,731.48 $1,841.44
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Please note that these are gross figures and do not allow for UIC, CPP, Revenue Canada and
union dues deductions.
Additional information re TA offers:
1 full TAship is considered 2 Assignments
0.5 TAship is considered 1 assignment
CPP, EI and Union Dues are deducted from only your TA stipend.
Payroll does not communicate with the Student Information System (re. address change).
Thus, you must inform Payroll each time you move or update your banking information.
GRADUATE FINANCIAL ASSISTANCE, CUPE 3903, Unit 1 (as per Unit 1 Collective
Agreement, 2011-14)
All members of the bargaining unit who are visa students shall receive for each term in which
they are registered full time and pay fees $715 per term. Beginning the Summer of 2012 this
amount will increase from $715 per term to $745 per term and beginning September 2012 this
amount will increase to $775 per term. Beginning Summer 2012 visa students in the second year
of the priority pool or a later year of priority pool will receive for each term they are registered
full-time and pay fees $865 per term. Beginning in the fall of 2012 visa students in the second
year of the priority pool or a later year in the priority pool will receive each term for which they
are registered and pay fees $925 per term.
All other members of the bargaining unit shall receive for each term in which they are registered
full time and and pay fees $590 per term. Beginning in the Summer of 2012 all other members
of the bargaining unit in the second year of the priority pool or a later year of the priority pool
will receive for each term in which they are registered full-time and pay fees $710 per term.
Beginning in the Fall of 2012 all other members of the bargaining unit in the second year of the
priority pool or a later year of the priority pool will receive for each term they are registered full-
time and pay fees $740.
The Faculty of Graduate Studies will make best efforts to post the monies to the students‘
accounts by November 1 for the fall term, March 1 for the winter term and July 1 for the summer
term.
The enrolment form and benefits booklet can be found at:
http://www.yorku.ca/hr/documents/CUPE3903_Benefit_Enrolment_Form.pdf
Form also available below.
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Appendix A
TA WORKLOAD FORM – ASSIGNMENT OF DUTIES TO TEACHING ASSISTANTS
(Original to Teaching Assistant, copy to Assistant to the Chair and Course Supervisor and CUPE 3903)
__________________________ ________________________
Course Supervisor Course
__________________________ _______________________
Teaching Assistant TA Position (e.g. Tutor, Marker/Grader etc.)
___________________________ ______________________________
Sec./Tut. # and No. of Students Faculty/Hiring Unit
Per group (where applicable)
ASSIGNED DUTIES (AS TOTAL NUMBER OF HOURS)
(TAs need not be assigned duties in all categories)
1st MEETING DATE: ________________________
2nd MEETING DATE: ________________________
A)Possible Duties Details Hours – 1st Mtg. Hours – 2nd Mtg.
Tutorial,Lab,Studio Hours
Lecture Attendance
Office Hours
Preparation
Grading – Assignment/Test #1
Grading – Assignment/Test # 2
Exam Grading
Meetings
Invigilation
Training (Up to 10 hours)
Email communications where required
for the proper instruction of the subject matter of the course (e.g. computer
skills and internet courses)
B) POSSIBLE DUTIES WITH CONSENT
Lecturing
Email other than as described above
Other (Please Detail)
Total Hours (Max. 270/Full TAship)
Please Sign:
1st Mtg. __________________________ 1st Mtg.___________________________
TEACHING ASSISTANT COURSE SUPERVISOR
2nd Mtg. _________________________ 2nd Mtg.__________________________
TEACHING ASSISTANT COURSE SUPERVISOR
Note to TA‟s: If the time required to complete the duties does not correspond to the hours assigned, please notify the course supervisor.
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TRAINING REQUIREMENTS FOR RESEARCHERS AND TAs
WHMIS
Students working in a research environment and/or working as a Teaching Assistant (TA) must
have received The Workplace Hazardous Materials Information System (WHMIS) training. In
addition to WHMIS training, TAs must take the Faculty of Science & Engineering Health and TA
Safety Training session (see below).
Please visit Occupational Health and Safety website: http://www.yorku.ca/dohs/
to sign up for WHMIS II and Radiation Safety Training.
ANIMAL CARE TRAINING
Students working with vertebrate animals (including some Undergraduate Course TAs, e.g. BIO
2030, BIO 3060) must take the web-based Animal Care Training course.
After you obtained your Passport York account, please contact Julie Panakos at ext. 66116
([email protected]) and she will add the webCT to your account.
TA HEALTH & SAFETY TRAINING
Faculty of Science (FS) TA Health and Safety Day (Mandatory)
The Science TA Safety Training & Biology TA Day is mandatory for all new Biology graduate
students and graduate students from other Departments who are working as TAs in Biology
courses for the first time. Graduate students from other years are encouraged to attend the
Biology TA Day. The FS TA Health and Safety Day T.B.A (usually early September).
Biology TA Day (Mandatory)
In addition, there will be a Biology TA Day, organized by Biology Graduate Students, to provide
a summary of issues that are pertinent to the Biology Program (time management; marking &
plagiarism, constructive criticism, and scientific technical writing; presentations & pre-lab talks;
problems with students; student lab safety & lab accidents; what lab coordinators need to know).
Throughout the year, there will also be a series of workshops which will provide a more detailed
discussion of these topics. Details to be posted.
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Faculty of Graduate Studies (FGS) Graduate Orientation
Graduate Student Orientation - FALL 2012.
The Office of the Dean hosts orientation sessions at the start of each Fall term for new York
graduate students to meet other students, get tips on how to succeed and learn the variety of
resources, services and facilities provided by York.
Orientation will be on
Date: Wednesday, August 28, 2013
Location: Price Family Cinema, Accolade East, Room 102
Session 1: 1:30 p.m. – 3:00 p.m.
Session 2: 5:30 p.m. – 7:30 p.m.
Check out the following website for details and further updates. Etc.
http://www.yorku.ca/grads/
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BIOLOGY GUARANTEED MINIMUM GRADUATE STUDENT STIPEND
Full-time graduate students are supported by Teaching Assistantship (TA), Graduate
Assistantship (GA), Scholarships (external and internal), Research Assistantship from the
supervisor (RA), and Research Assistantship from the Faculty of Graduate Studies and Graduate
Financial Assistantship (GFA).
Scholarships and GFA is deposited in the Student Account 3 times per year.
Teaching Assistantship, Research Assistantship and Graduate Assistantship is deposited
in the bank monthly when provided.
To be eligible for the Biology minimum guarantee, students must apply for and accept all
TAship offered (commonly equivalent of a Full TA). Current Biology Program regulations set
guaranteed minimum stipend from all sources as listed below. All University employment can be
considered part of the guaranteed minimum stipend.
For full-time students who enter the Biology graduate program September 2013 onwards, funding
packages are as follows:
MSc 1 & 2 - $21,000 gross per year, including GFA
PhD 1, 2, 3 & 4 - $21,041 gross per year, including GFA
PhD 5 - $21,491 gross per year (includes 1 TA and GFA)
PhD 6 - $16,491 gross per year (1 TA + GFA)
Students who take longer than the periods specified above to complete their degree must
negotiate a salary with their Supervisor.
Full-time students are not expected to receive a salary of more than the minimum guarantee
unless they hold an external scholarship or the supervisor is willing to provide additional funding.
Part-time graduate students are not guaranteed a minimum stipend. However, the research
supervisor can provide Research Assistantship (RA) funding. Part-time students should note that
any Part-Time Graduate Student RA received is considered as any other employment income.
Thus, a part-time graduate student will receive vacation pay on top of the RA, and will be
deducted taxes, CPP and EI from the RA. The employer or supervisor will be subject to the
employer‘s portion of the CPP and EI. The total benefits the employers are subject to for part-
time graduate students effective May 1, 2005 is 10% (4% vacation and 6% benefits).
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OTHER INTERNAL FUNDING
Graduate Development Fund
This money is allocated by the Faculty of Graduate Studies Awards Committee. It is primarily
used to support the travel costs of students presenting papers at scientific meetings although
rarely other research related expenses are considered. Any student presenting a paper (oral or
poster) at a national or international meeting should apply. Every question on the application
form MUST be answered or the application will be rejected. The applications will be
evaluated once per year in the Spring. Applications are on line, must be filled out, printed and
handed in to the Faculty of Graduate Studies, 230 York Lanes by the deadline date.
Application Form is available at FGS website: http://www.yorku.ca/grads/
Research Cost Fund
This money is allocated by a four-person management/labour committee, consisting of a) 1
representative of the University, b) 1 representative of the Faculty of Graduate Studies, and c) 2
representatives of CUPE 3903 Unit 1. It is primarily used to help support the costs related to
students's research. These costs include a wide range of expenditures including travel, and
materials which the student would otherwise have to pay out of his/her own pocket. There are
usually two competitions each year, normally in the Fall and in the Spring. Generally,
applications should be submitted and approved before costs are incurred. Application dates are
announced in the FGS News Bulletin. Application are on line and must be printed and filled out
by supervisor and provided to the Program Assistant for comments by the Program Director.
Fieldwork Costs Fund
The Fieldwork Costs Fund is funding available to graduate students to defray the cost of
thesis/dissertation research which must be carried out "in the field". Application procedure
and application deadline will be announced by FGS News Bulletin. Applications are processed
once per year, in the spring. To apply for this fund, students must have an FGS approved
Thesis/Dissertation Proposal on file and have no incomplete grades on record at the time of
applying.
In addition, fieldwork students are reminded that prior to applying for the Fieldwork Costs Fund
they have to complete the Biology Graduate Program Policy on Fieldwork Safety Form.
Prior to Field work departure each year, the Graduate Student Research Risk Assessment
Check-List (see Proposal Section) must be submitted to the Graduate Program Assistant.
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Bursary Funds
Bursaries are available to assist graduate students who face financial difficulties in meeting fee
payments. All full-time graduate students, paying their own fees, are eligible to apply for
these funds. Graduate students with children are encouraged to apply. However, the funds are
extremely limited so only students who are really in need of assistance (reserved for students in
the most desperate circumstances) should apply. Competition is usually twice per year in Fall
and in the Spring.
All bursaries administered by FGS requires that the applicant fill out a Student Financial Profile
(found at the FGS website under Bursaries).
PhD 6 students should apply for Bursary funds in the summer term in order to be
considered from PhD completion funds (up to $5,000).
YU-CARD IDENTIFICATION CARD
The YU-card is the one card you‘ll need during your stay at York University. It is York‘s official
photo ID and campus debit card. As a York student, the YU-card will be your key to services
such as the Library, recreation facilities, exams, eating, meal plans, shopping, events, student
discounts and more.
Swipe your card to access recreation facilities for a workout, then head to the Library to borrow
books for your assignments. Write an exam and then unwind with friends at a campus
restaurant. All with your YU-card.
You can load up your YU-card with money and use it as a debit card at participating locations
across campus. Using your YU-card for purchases is fast and convenient – perfect for students
on the go! There are no transaction fees, interest charges or overdraft fees when you use your
YU-card as a debit card.
Check out the following website: http://www.yorku.ca/yucard/
Students are strongly encouraged to obtain their YU-cards during the summer to avoid long line-
ups in the fall.
YU Card Office
200 William Small Centre
T: 416-736-5674
Email: [email protected]
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OFFICE OF STUDENT FINANCIAL SERVICES (REGISTRAR‟S OFFICE)
Domestic & International Fee Rates
http://sfs.yorku.ca/fees/index.htm
Fee Refund Schedule
http://sfs.yorku.ca/refunds/index.htm
Student Account Online Statements-Money Matters
http://sfs.yorku.ca/services/statements/index.htm
Tax Forms: T2202A and T4A
http://sfs.yorku.ca/fees/taxforms/index.htm
HEALTH SERVICES AT YORK & VARIOUS HEALTH PLANS
CUPE 3903 Health Plan
Students who are offered TA positions, are eligible for health, dental and vision coverage as
outlined in their collective agreement. However, each TA must enrol to obtain these benefits.
Please access the CUPE 3903 Benefit Enrolment Form at
http://www.yorku.ca/hr/documents/index.html
Please return the completed enrolment form to Pension & Benefits, Kinsmen Building, 9 The
Chimneystack Road
Also check out CUPE 3903 website
http://www.cupe3903.tao.ca
Graduate Student Association Health Plan (GSA)
Students who are not covered by the CUPE 3903 health plan are automatically enrolled in the
plan sponsored by the Graduate Students' Association. Check out the following website
http://www.yugsa.ca/
GSA Health Plan Office
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325 Student Centre Complex
Health Plan Office Telephone: 416-736-5213
Mondays: 10:00 a.m.- 1:00 p.m. and 2:00 p.m.-3:00 p.m.
e-mail:[email protected]
Charges and Opting-Out
Students who currently have comparable health plan coverage (over and above provincial plans
such as OHIP) may opt-out of their student health plan by the deadline to avoid paying the
health plan charge. You will need to review the opt-out criteria for the health plan in which you
are registered, and provide the necessary documents to them.
(Note: International students may be eligible to opt-out of the student health plan, but cannot opt-
out of UHIP.)
As a service to students, York posts the health plan charges to your student account (usually
beginning in August, but this can vary, depending on the plan). Health plan fees are due the 10th
of the month after they were charged to your account. If you opt-out in time, you do not need to
pay the health plan charge, and the reversal of that charge will appear on a subsequent statement.
(This will take one or two months).
The University Health Insurance Plan (UHIP)
International students are automatically enrolled in the relevant health plan for their faculty, as
above and in addition must purchase the University Health Insurance Plan (UHIP). International
students in Ontario must purchase a special University Health Insurance Plan (UHIP). The annual
(September 2009 –August 2010) premium is $720.00 (subject-to-change) and will be
automatically charged to your student account. This is not a charge for which you can opt-out.
For more information please contact York International's UHIP staff at http: www.uhip.ca
Offices of the York International is located in 200 York Lanes, Telephone: 416-736-5177.
Check out The University Health Insurance Plan information, premiums, application form, etc.
at: http://www.yorku.ca/yorkint/uhip/
TRANSCRIPT OFFICE
http://www.registrar.yorku.ca/transcripts/
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Transcript Office is located in the Student Client Services, the Bennett Centre for Student
Student Services.
If ordering a graduate transcript, please allow up to 10 working days for processing.
Please keep in mind that during the major Scholarship application time (September & October)
the transcript office is an extremely busy time and it may take longer than 10 working days.
I suggest as soon as you know the deadline of the yearly scholarship competitions you start
ordering transcript(s) if your transcript will not change due to the summer session.
KEY & BUILDING ENTRY CARD REQUESTS
Key Issues/Returns for Biology Graduate Students are handled in 247 Farquharson daily from
9:00 a.m. -12:00 noon. At other times emergency issues may be arranged by calling 77850.
A $15.00 deposit is charged on all keys and building entry card.
When you leave or no longer need a specific a key and or building access card, please ensure that
you return it for a $10.00 REFUND.
DO NOT TRANSFER your KEY(S) TO ANYONE ELSE.
Please use Faculty of Science Key Request Form 1 to request your keys if waiting for next
available WHMIS II Training (Limited Access Key Allowance).
Allow at least 4 weeks for key processing.
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Faculty of Science KEY REQUEST FORM 2
*Please print*
Name: Employee/Student No:
Position: F/T: P/T:
Home Address: Other:
City, Postal Code Email Address:
Phone Number: Cell:
Office Location: Extension:
Building Room Number Qty
Chemistry
Computer Science & Engineering
Farquharson
Lumbers
Petrie Science & Engineering
Life Science Building
Passcard Card No.
Farquharson only Lumbers only Farquharson & Lumbers
Authorization: Position:
Authorizing Signature:
Co-Authorization: (if applicable) Position:
Authorizing Signature:
Date Keys Received: Expiry Date:
Total Deposit Received: $ ($15.00 per key or card)
I, ______________________________________ hereby agree not to lend, duplicate or leave unattended, any university key issued to me. I will return all FS/University keys in my possession upon termination of employment or completion of work assignment or forfeit all deposit monies. I will report without reasonable delay, any loss or theft of university keys to York University Security Services and my direct supervisor. Failure to comply may result in revocation of key privileges or other action as deemed necessary. A deposit fee of $15.00 per key will be charged for each key issued, upon which $10.00 per FS key will be refunded upon return to the Faculty / Department. (For further information, please see the Faculty of Science Administrative Policy and Procedures: Key Management and Access Control Program).
Signature: Date:
If you have not completed WHMIS II Training as yet, you must at least have completed the online WHMIS I Training before keys can be released. Once finished, please attach a copy of your score with this application form. WHMIS I online Training can be found at http://www.yorku.ca/dohs/whmis.htm.
WHMIS II Training (Proof of Training is Mandatory)
For Office Use Only:
WHMIS II Completed: Yes No Date Key Returned: Date Ordered:
Date Completed: Received By: Date Approved:
Date Scheduled: Money Refunded: Dated Picked up:
WHMIS I Score Attached: Yes No Logged in Database:
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Guidelines and Procedures for Use of Electronic Mail (E-mail) http://www.yorku.ca/secretariat/policies/document.php?document=127
Description: Pursuant to Policy on Computing and Information Technology Facilities
Purpose Electronic mail (e-mail) resources are provided to students, faculty, staff and other
authorized individuals for their use in the support of the learning, teaching and research mission
of the University and the administrative activities that underpin this mission. These guidelines
and procedures regarding access, use and disclosure of electronic mail are meant to assist in
ensuring that the University‘s resources serve the intended purpose.
Scope
These guidelines and procedures supplement and clarify the principles set out in the Policy on
Computing and Information Technology Facilities and apply to all e-mail resources provided by
the University including centrally managed e-mail service as well as those provided by individual
units (e.g. Faculties and Departments) of the University.
Roles and Responsibilities
Users: Those individuals using University e-mail resources have the responsibility for managing
their use of e-mail in accordance with University policies and procedures.
Central Computing Support Group: Computing and Network Services (CNS) is responsible
for the management of the University‘s central information technology services including
centrally managed e-mail and shall ensure that measures are in place to manage access and use of
e-mail in accordance with these guidelines and procedures as well as other relevant University
policies, guidelines and regulations.
Local Computing Support Unit: Individuals or groups that manage services which provide e-
mail to a sub-set of the University Community as an alternative to University Centrally Managed
E-mail shall ensure that measures are in place to manage access and use of e-mail in accordance
with these guidelines and procedures as well as other relevant University policies, guidelines and
regulations.
University E-mail Providers: Units within the University which provide a group of users with
access to electronic mail resources shall register the service with the Client Services unit of the
Central Computing Support Group in order to facilitate the on-going management, security and
integrity of the University‘s information systems.
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Definitions
University E-mail Resources: Any information technology systems attached to the University
network infrastructure involved in the hosting of e-mail accounts.
University Centrally Managed E-mail: Those e-mail resources that are provided and managed
by the University‘s central computing support group (e.g. @yorku.ca e-mail).
Unsolicited Bulk E-mail: Distribution of message(s) containing the same or substantially similar
content to multiple recipients which has not been authorized by the recipient or where the
recipients do not have a related academic, employment or other administrative relationship with
the sender.
Guidelines
1. Access: Access to York University e-mail is provided to users for their use in pursuing
the learning, teaching and research mission of the University and the administrative
activities that support the mission. E-mail accounts are provided in accordance with
relevant guidelines and procedures set out for account management.
2. Appropriate Use: Users shall adhere to the Policy on Computing and Information
Technology Facilities and the accompanying Guidelines for Users of Computing and
Information Technology Facilities as well as other relevant University policies, guidelines
and regulations. E-mail resources may be used for incidental personal purposes, provided
that such use does not interfere with the operation of University facilities, burden the
University with incremental costs or interfere with the user‘s employment or other
obligations to the University. The general principles of non-electronic correspondence
hold for the use of electronic mail and include the following: Users shall observe
copyright provisions; Users shall explicitly make note if a message is confidential and not
to be forwarded; Messages that have been misaddressed and delivered to an unintended
recipient shall be returned by the recipient and they shall delete any copy present in their
files.
3. Confidentiality: By its nature, E-mail is not a confidential medium; it is possible for
messages to be intercepted, modified, copied or redirected without the knowledge of the
sender or recipient by those with sufficient access to the email transport systems or
networks. Those using e-mail to transmit confidential University information shall make
use of encryption technology approved by Information Security.
4. Inappropriate Use: Inappropriate use of e-mail resources include but are not limited to:
unsolicited messages sent to multiple recipients for commercial purposes; constructing
and transmitting an e-mail message so that it appears to be from someone else; other uses
that are deemed inappropriate in the Guidelines for Users of Computing and Information
Technology Facilities.
5. Withdrawal of Privileges: The University may deny or withdraw access to its electronic
mail services when required by law or there is substantial reason to believe that a violation
of law or policy has taken place.
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6. University Access and Disclosure: E-mail shall be treated the same as non-electronic
information or correspondence. Authorized University officials may access, monitor, copy
or disclose e-mail when: there is substantial reason to believe that violation of University
policy or law may have taken place; required by law; information is required to meet
time-dependent, critical needs; or information is needed in order to carry on the normal
operations of the University. In cases where e-mail to be accessed is encrypted, users shall
provide the University with access to the decryption keys when requested to do so by
appropriate University authorities. In all cases, access shall be carried out in accordance
with the Procedures noted below.
7. Routine Monitoring: The University may routinely use automated e-mail monitoring
facilities for detecting viruses, spam or other malicious content that may affect the
integrity or effective operation of the University‘s e-mail related resources.
8. Bulk E-mail: Individuals or groups within the University may distribute bulk e-mail to
groups of users only where such distribution is authorized as set out in the Procedures
noted below.
Procedures
University Access and Disclosure –
The following process shall be followed to obtain advance approval from the appropriate
University authority prior to accessing the e-mail communications of a user without the consent
of the user(s):
1. In cases where access is required by law or there is substantial reason to believe that
violation of policy or law may have taken place the request for access must come from a
Department Chair or Unit Director or more senior authority with appropriate approval
from a Dean, University Librarian, Vice-President, University Counsel or President.
2. In cases where access is necessary to obtain information necessary to maintain the normal
operation of the University the request for access must come from a Unit Manager,
Executive or Administrative Officer, Department Chair or more senior authority with
appropriate approval from the Unit Director, Dean, University Librarian, Vice-President
or more senior authority.
3. Requests for access with approvals must be communicated to University Information
Security or Chief Information Officer who will have responsibility for fulfillment of the
request with assistance of required technical staff in writing (either paper or electronic
form).
4. A request for access must include: name and title of user whose communications are to be
accessed; name and title of individual requesting access; reason for access; duration of
access; relevant restrictions on communications required (e.g. between specific parties or
for certain time periods); what will be done with the accessed messages.
5. All those involved in gaining access to the communications must hold the process and
resulting findings in strict confidence.
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Distribution of Bulk E-mail to Groups –
In accordance with the Bulk E-mail guideline above:
1. Other than messages sent as part of an approved University communications program,
messages may be sent to the University Community or significant portions of it when it is
necessary to communicate information related to an issue that puts the work or safety of
those members of the University community at risk.
2. A request to distribute a message to the University Community or significant portions of it
must be directed to the Division of Communications. Approval for distribution must come
from a Vice-President or the President.
GRADUATE STUDENT READING ROOM
http://www.library.yorku.ca/cms/facilitiesandequipment/gsrrnote/
On the fourth floor of Scott Library (Room 409), there is a Graduate Student Reading Room. This
room was created by the Libraries, with generous assistance from the Office of the Vice-President
Academic and the Faculty of Graduate Studies, as a quiet study space for graduate students.
Room Features
There are 122 seats at tables and carrels, as well as lounge seating. The room is fully covered by
the AirYork wireless network and all tables have YorkNet connections and electrical outlets.
There are six computers and a printer (with payment by standard York University Libraries
print/copy cards). The tables are equipped with reading lamps. An electronic noise reduction
system has also been installed in the room. The room is fully accessible to graduate students with
disabilities.
Door Access
Graduate students can enter the Graduate Student Reading Room by punching in the current door
access code, which will normally be changed weekly. The current code can be obtained by
completing the Graduate Student Reading Room Door Access Code Form. A link to this form can
also be found on the "Graduate Students" link on the Libraries home page. Graduate students,
faculty members, and staff can obtain the door code using this form. Please DO NOT share the
door code with anyone else.
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Terms of Use
In order to maintain a quiet, safe, comfortable, and clean study environment for graduate
students, the Libraries ask that users of the room observe the following points:
The room will be available for use by graduate students (and occasionally faculty or staff
members) only during opening hours of Scott Library.
Cell phones should be switched off or set to vibrate mode; all conversations should occur
outside of the room.
As elsewhere in Scott Library, eating is not normally permitted and beverages must be in
screw-top bottles or closable travel mugs.
All litter should be placed in the appropriate receptacles;
Library materials no longer required should be placed on the book truck located near to
the entrance to the room. All library materials left in the room at closing will be reshelved.
Any security, facilities, or equipment concerns may be reported using the telephone
intercom on the wall near the entrance to the room.
Personal items should not be left unattended; the Libraries will not be responsible for lost
or stolen personal property. Personal items left in the room at closing may be sent to the
Lost & Found.
As a courtesy to those with allergies, please avoid wearing scented products when using
this room.
Please note: In order to maintain the Graduate Student Reading Room as a graduate study space,
library staff regularly check the status of those using the room. Users of the room as asked to
provide their YU-Card, other York ID indicating graduate student (or faculty or staff) status.
Anyone not able to produce appropriate identification will be asked to leave the room. To
minimize any disturbance to you, we suggest you set your card on the table in front of you when
using the room. Your cooperation will be greatly appreciated by our staff and other graduate
students using the room.
York University Libraries, 4700 Keele St., Toronto, Ontario M3J 1P3
Phone: 416-736-5150
STUDENT HOUSING SERVICES
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On-Campus Housing Information:
http://www.yorku.ca/stuhouse/
ENGLISH AS A SECOND LANGUAGE (ESL) OPEN LEARNING CENTRE (OLC)
http://www.yorku.ca/eslolc/keele/default.asp
The ESL Open Learning Centre (ESL-OLC) offers support to English as a Second Language
(ESL) students registered in credit courses at York University. The Centre is open to ALL York
students, registered in degree programs, AND IS FREE OF CHARGE. Graduate and
undergraduate students are welcome. We are constantly developing our programs to meet the
needs of ESL students at York, so please stay tuned for updates. Please feel free to drop in to ask
any questions or to browse our library during any of our open hours. Students may request help in
ANY aspect of English: listening, reading, writing, and speaking.
Our services include:
A regular workshop series on topics related to the language needs of ESL students
Small group English language learning (50 min. sessions)
Independent language learning using print and multimedia materials from our library
of ESL texts, audio tapes, websites, self-study guides, and CD-ROM products
Individual tutoring (50 min. sessions) on specific language needs
Weekly English movie nights with conversation after
Drop-In is available during scheduled hours, if a tutor or language facilitator is free.
Please note that we are not an essay editing service! We don't proofread essays for you.
We teach you to correct your own mistakes.
Location: 116 Atkinson /New College
Telephone: 416-736-2100 ext. 22940
Please note that we are not an essay editing service!
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YORK UNIVERSITY ENGLISH LANGUAGE INSTITUTE (YUELI)
―YUELI provides non-credit English as a Second Language courses designed primarily to
improve their English language skills for university entrance and/or professional advancement.
The Institute's goal is to teach students the kinds of language, critical thinking and study skills
required to be a successful undergraduate or graduate student in a university where English is the
language of instruction‖.
For further information please contact the
York University English Language Institute Offices
Suite 035, Founders College
Telephone: (416) 736-5353
fax: (416) 736-5908,
E-mail: [email protected]
and check out the following website: http://www.yueli.yorku.ca/
STATISTICAL CONSULTING SERVICE ON CAMPUS
http://www.isr.yorku.ca
INSTITUTE FOR SOCIAL RESEARCH (ISR)
Technology Enhanced Learning (TEL) Building
Suite 5075
4700 Keele Street
Toronto Ontario Canada M3J 1P3
Telephone: 416-736-5061
Fax: 416-736-5749
Email: [email protected]
Overview
―The Institute for Social Research houses the largest university-based survey research centre in
Canada. We provide expert consulting in social statistics, teach a range of short courses on
statistics and social research, and operate York's Research Data Centre.
Annually, ISR conducts more than 25 survey research projects by telephone, mail and the web, in
research areas that include population health, education, social service delivery, gender, the
environment and voting behaviour. ISR also conducts a range of qualitative research, including
focus group studies. Institute staff perform all stages of the survey research process from
questionnaire design, sample selection and data collection to the preparation of machine-readable
data files, statistical analysis and report writing.
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ISR's Statistical Consulting Service provides consultation on data analysis and offers regular
courses on statistical methods and software packages. The Institute also presents a series of short
courses on survey methods and qualitative research each spring‖.
Statistical Consulting Service
―Consulting services are provided by a group of faculty and graduate student interns drawn from
York's Departments of Sociology, Psychology, Geography, and Mathematics and Statistics, in
conjunction with full-time professional staff at the Institute for Social Research.
Our faculty, students, and staff have extensive experience in all forms of statistical analysis and a
wide range of statistical software.
Consulting Topics for which assistance is available include:
Research and sample design
Qualitative research methods
Survey data and survey sampling
Questionnaire design
Data screening, statistical graphics
Regression, ANOVA and other linear models
Multivariate analysis (factor analysis, PCA, cluster analysis) Categorical data analysis
Longitudinal and multi-level data
Structural equation models
Statistical computing using SAS, SPSS, and Splus/R
To make an appointment to see a consultant, please use the on-line Appointment Scheduler link‖
http://www.isr.yorku.ca/scs/.
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COUNSELLING AND DISABILITY SERVICES (CDS)
Location: N110 Bennett Centre for Student Services
Telephone: 416-736-5297
Website: http://www.yorku.ca/cds/
Hours of Operation
9am to 4:30pm - Monday, Wednesday, Thursday, Friday*
9am to 7pm - Tuesday
*Throughout June, July and August, CDS offices are closed noon-1pm each day and close at
3:30pm on Fridays
Personal Counselling and Learning Skills Services
Location: N110 Bennett Centre for Student Services Tel: 416-736-5297
Mental Health Disability Services (MDHS) Location: N110 Bennett Centre for Student Services Tel: 416-736-5297
Physical, Sensory & Medical Disability Services (PSMDS) Location: N108 Ross Building Tel: 416-736-5140 TTY: 416-736-5263
Learning Disability Services (LDS) Location: W128 Bennett Centre for Student Services Tel: 416-736-5383
CDS serves the entire York University community, including students, staff and faculty. Priority
for on-campus service is given to students, while staff or faculty may be assisted in obtaining a
referral to another appropriate counselling service. CDS recognizes that the diversity of the
university community is a source of excellence, enrichment and strength. CDS affirms its
commitment to human rights, and in particular to the principle that every member of the York
University community has a right to equitable treatment, without harassment or discrimination on
the grounds prohibited by the Ontario Human Rights Code, including: race, ancestry, place of
origin, citizenship, creed, sex, sexual orientation, age, marital status or disability.
Availability of Counselling
It is the policy of Personal Counselling Services to provide short-term individual, couple or group
counselling services. Depending upon the client‘s circumstances and the availability of
counsellors, clients may be offered counselling at Personal Counselling Services or referred to an
appropriate resource in the community. Longer- term therapy may be available in some
situations, but ordinarily clients requesting or needing long-term treatment are referred to
appropriate services off campus.
Personal Counselling: http://www.yorku.ca/cds/pcs/index.html
Learning Disability: http://www.yorku.ca/cds/lds/index.html
Learning Skills: http://www.yorku.ca/cds/lss/index.html
Physical, Sensory & Medical Disabilities: http://www.yorku.ca/cds/psmds/index.html
Mental Health Disabilities: http://www.yorku.ca/cds/mhds/index.html
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CAREER SUPPORT FOR GRADUATE STUDENTS
―As part of the York community, the Career Centre is a team of professionals who work with
students, new grads, staff, faculty, and employers to support students in the development of
career self management skills‖.
Location: 202 McLaughlin College
Telephone: 416-736-5351
Fax: 416-736-5684
e-mail: [email protected]
Website: http://www.yorku.ca/careers/
General Hours of Operation
Monday to Thursday 9:00 am – 4:00 pm
Friday 10:00 am – 4:00 pm
Summer Hours – June 1st - August 31st
Monday to Thursday 9:00 am – 4:00 pm
Friday 10:00 am – 3:00 pm
The Career Centre is closed on statutory and university-wide holidays.