Report of the Senate Committee on University Planning (SCUP)

Senate Agenda EXHIBIT IV September 19, 1997


Faculty of Graduate Studies Policies

1.Alternate Thesis Format

Recommended: That students be permitted to submit their theses in either the traditional format, a manuscript format, or a mixed format which combines aspects of the traditional and manuscript formats, as detailed in the amended sections of the Guide for the Preparation of Theses, attached as Appendix 1.


In many disciplines, students have published, submitted or prepared their work in a journal format as there is considerable emphasis on the importance to publish one's work prior to graduation. The student then spends considerable time re-writing this information to fit into our traditional thesis format. In cases of publications from Master's students' work, often the supervisor is left with the responsibility of preparing the material for publication, an article which will have the student as first author, as the student has gone elsewhere or is pursuing other interests.

By having manuscript or mixed formats as options, the process of disseminating new and original information and the writing of the thesis will be expedited.

2. Policy on Time Limits for Completion of Graduate Degrees

Recommended: That the time limit for degree completion in the Faculty of Graduate Studies be changed as detailed below:


However, all degree programs must be completed within a period not exceeding, in the case of the master's degree, two years beyond completion of the residence requirement, and in the case of a doctoral degree, a period not exceeding four years beyond completion of the residence requirement. For students who transfer from a master's program to a doctoral program without completing the master's program, a maximum of seven years from the first day of registration in the master's program will be given to complete the doctoral degree. This is based on: one year residence requirement for study at the master's level, two years residence at the doctoral level, and four years post-residency. For students who enter a doctoral program directly from an honors bachelor's degree, the maximum time limit for degree completion is seven years. Under special circumstances, these time limits may be extended upon request to the Dean.

The above policies apply to students who have not completed their residency requirements by May 15, 1997.

The current regulations on time to completion appear in Appendix 2. A "year" is three terms of full-time registration or equivalent. Two terms of part-time registration of equate to one term of full-time registration.

3. Policy on Undergraduate Students Taking Graduate Courses

Recommended: That Senate approve the following policy on undergraduate students taking graduate students:

Undergraduate students who wish to take graduate courses as part of their undergraduate programs must get approval.

Procedure for applying to take a graduate course:

The undergraduate student completes and signs a Special Permission Form and requests approval and signatures from the course instructor and the Dean of the undergraduate student's home Faculty. The request is next considered by the Dean, Faculty of Graduate Studies. If approved, the Registrar's Office will enter the course on the student record.

Principles in operation to consider these requests:

The undergraduate student must have a strong academic record, preferably with an "A" average in the last 10 full academic courses. Students accepted to take a graduate course must be made aware that the requirements in a graduate course and the standards expected are significantly higher than those in an undergraduate course. Normally, no more than one full graduate course (or its equivalent) will be permitted during the undergraduate program. Each request will be assessed on an individual basis.

The graduate course cannot be used as a credit for a program in which the student is not registered, i.e., the course credit is not transferrable if the student subsequently is admitted to a graduate program.

4. Policy on Courses for Special Graduate Students Who are Not Degree Candidates

Recommended: That Senate approve the following policy for Courses for Special Graduate Students who are not degree candidates:

Special students who are not working towards a degree normally register as part-time students and enrol in no more than 2 graduate courses per term. Such enrolment is normally limited to 3 terms and students so enroled are not eligible for funding. If such students subsequently wish to enter a degree program, the program may request advanced standing for these previously taken courses up to a maximum of 20% of the courses for the degree program. Such courses must have been taken in the past 3 years and cannot have been used for admission purposes or for credit towards another degree. No residency credit is given for the time spent as a special student.


This policy is directed at those students who are academically eligible to enter a graduate program, but who take graduate courses without a degree as their objective. Occasionally such students change their minds and convert to degree candidacy status. Currently such students are not able to claim credit toward the degree for those courses taken as special graduate students.


1. Electronic Formats for Graduate Theses

Electronic means of theses formats are becoming acceptable at other institutions. SCUP has endorsed a recommendation of the GPPC that The University of Western Ontario should explore these possibilities as a means for a broader accessibility of thesis information. Should proposals result from this investigation, they will be submitted to GPPC, SCUP, and Senate.

2. Scholarship/Prize/Award Conditions

SCUP has approved on behalf of Senate the following terms of reference for new scholarships, bursaries, prizes and awards which will be recommended to the Board of Governors, through the Vice-Chancellor, for approval.

Michael Locke Graduate Travel Scholarship (Faculty of Graduate Studies/Zoology)

Awarded to a student registered full-time in the graduate program in Zoology. The scholarship is based on academic merit. Candidates must meet the minimum requirements for funding of the Faculty of Graduate Studies, 78% or B++. Applicants will apply to the Department of Zoology by September 30th by submitting a one-page proposal outlining how the award will help them achieve their career objectives. Selection will be made by the Chair of the Department of Zoology after consultation with the Graduate Education Committee. The award will be granted to the qualified applicant with the highest academic average.

Value: $500 biannually

Effective: September 1997

Geophysics Travel Scholarships (3) (Faculty of Graduate Studies/Geophysics)

Up to three scholarships will be awarded annually to undergraduate students registered in fourth-year honors Geophysics and to full-time graduate students registered in the Graduate Program in Geophysics. Students must have an average of B+ or higher to be eligible. The successful candidate must present a paper at a scientific conference. Any one student will be limited to one travel scholarship for the MSc program and two for the PhD program. Selection will be made by the Geophysics Department Chair, Graduate Chair and Undergraduate Chair.

Value: $550

Effective: September 1997

Newcastle Capital Management Awards in Ageing (1-2) (Faculty of Graduate Studies/Health Sciences or Physiology)

Awarded annually to students enrolled full-time in a graduate program in the Faculty of Health Sciences or the graduate program in Physiology and studying in the Centre for Activity and Ageing. Students must have been asked to present at a national or international conference or meeting on the basis of the acceptance of a submitted abstract and must demonstrate financial need. Students must have a B+ average in course work and demonstrated other scholarly activities (publications and presentation).

Students must apply to the Centre in a prescribed format. Selection is made by a Committee of the Centre for Activity and Ageing comprised of members of the Faculty of Graduate Studies.

Value: $600 each

Effective: May 1999

This award will receive matched funding from the Ontario Government through the Ontario Student Opportunity Trust Fund.

Clifford Evens Memorial Conducting Award (Faculty of Graduate Studies/Music)

Awarded to an undergraduate or a graduate student in the Faculty of Music who shows promise as a professional conductor. The student will be chosen the Faculty of Music Scholarship Committee in consultation with the Music Director of Orchestra London on the basis of achievement, potential and need.

Value: Up to $1400

Effective: May 1998

This award will receive matched funding from the Ontario Government through the Ontario Student Opportunity Trust Fund.

3. Faculty of Graduate Studies Credentials Process

SCUP received a report of a Faculty of Graduate Studies subcommittee that reviewed the cycle of membership in the Faculty which has been approved by the Council of the Faculty of Graduate Studies.

(1) The nominations for membership in FGS will be made on recommendations of the faculty members's Graduate Chair(s). The nomination must be co-signed by the relevant Departmental Chair. For collaborative programs and programs not associated with Departments, nominations for membership in FGS will be made on recommendations of the program Chair and co-signed by the member's "home" Departmental Chair. Normally, these nominations will conform to the OCGS review timetable and will be phased in as stipulated in numbers (2) - (4) below. Chairs may, however, nominate individual faculty members during any credentials review. They may also ask that current members whose role in graduate studies has diminished since membership was awarded be re-evaluated. (While all faculty in the program will be assessed prior to the OCGS review year, it is not necessary to wait for that year to nominate or re-evaluate individuals.)

(2) FGS members in programs that will undergo an OCGS review within the next 5 years will be reconsidered for FGS membership at the time when their membership term has expired as usual. If approved, membership will be granted for a term to coincide with the OCGS review process.

(3) FGS members in programs in which the OCGS review will occur in 6 or 7 years will be considered on the normal 5-year cycle. If approved, membership will be granted for a term to coincide with the OCGS review process.

(4) FGS members in programs in which an OCGS review will occur within the FGS membership term will be reconsidered at the same time as the OCGS review in order to have all program faculty synchronized with the OCGS review process.

(5) Professors Emeriti: FGS membership does not normally extend beyond retirement. Professors Emeriti who meet normal criteria for membership in FGS -- availability, established program of research (including funding), supervisory experience -- may be nominated by Program and Departmental Chairs for a specified term. In those cases where the Professor Emeritus will be a chief supervisor/supervisor, a co-supervisor should also be identified.

SCUP also received the Report of the Faculty of Graduate Studies Credential Process for the Academic Year 1996-97 which is attached as Appendix 3. [Available in hard copy at the University Secretariat.]

4. Annual Report on the Ontario Council on Graduate Studies Appraisals of Graduate Programs at The University of Western Ontario

The annual OCGS report on graduate programs at Western, dated July 1997, is attached as Appendix 4. [Available in hard copy at the University Secretariat.]