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Important information for grad students and postdocs

As the university moves forward in planning for the 2020-2021 academic year, the School of Graduate and Postdoctoral Studies (SGPS) continues to support all graduate students in ensuring smooth academic and research progress. In doing so, we prioritize your intellectual and academic growth just as much as your connections to the community. We realize this is a shared responsibility, not only between students and supervisors in responding to the evolving situation, but also between programs and the many administrative units that provide additional assistance.

The FAQs below summarize the adapted operations and supports available to graduate students as we move through the Spring/Summer session 2020 into the 2020-2021 academic year and may be updated from time to time as new information becomes available.

Wellness

Coursework, Candidacy and Oral Examination

  • I am a new student. Will there still be a graduate student orientation?
    New students will be invited to participate in online orientation programming for Fall 2020. More information will be sent to new students as it becomes available, or check the Orientation page on the SGPS website for updates.
  • I am a returning student. How do I find more information on what courses will be available in Fall 2020 and Winter 2021?

    More information about courses can be found on the graduate studies Fall/Winter Course Offerings website.

  • As a graduate student, does the student experience guarantee still apple to me?

    Yes, the university and the School of Graduate and Postdoctoral Studies are committed to providing you with the best, high-quality experience possible. That’s why we’re the first university to offer all our students our new Experience Guaranteeif you’re not satisfied with the quality of your experience you can withdraw from your program by October 9, 2020 and receive a full refund, without penalty. This new guarantee allows you to be confident enrolling in the Fall, knowing that we are as committed to your experience as you are.

  • What is happening with my Fall 2020 courses and seminars?
    Graduate courses and seminars will continue in a blended-learning environment.
  • What will happen to my graduate candidacy or oral examination?

    Graduate candidacy or oral examinations will continue as scheduled with modified procedures. Thesis defense and candidacy oral examination will proceed as per normal practice, although with remote participation. 

    SGPS has temporarily waived the graduate academic calendar requirement that “no more than two members of the examining committee, including the external examiner, may attend the defence remotely” in line with the university’s recommendations to move online. However, the following policy still applies: “The examination will be rescheduled if one or more members of the examining committee are unable to attend”. Attendance for the purpose of these guidelines means participation in person or remotely in real time (as opposed to the submission of questions to be read by the chair).

    SGPS will facilitate thesis examination and a representative from SGPS may attend the defence. See the SGPS guidelines on remote defence.

  • Will the Graduate Professional Skills program be running in the Fall?

    Online workshops and other grad professional development opportunities will be scheduled for the Fall 2020 semester. More information on available workshops can be found on the Graduate Professional Skills page on the SGPS website. 

  • Can I take a leave of absence in Fall 2020?

    You are expected to be continuously registered in each semester. Students are expected be able to progress in their academic and research programs in Fall 2020.

    Any requests for a leave of absence should be completed after discussion with the student’s research supervisor and/or graduate program director. For those specifically related to COVID-19, you should clearly outline that you’ve explored specific alternative academic/research activities and you’ve found it impossible to continue your studies at this time.

     Should you be considering a leave of absence, refer to the university’s policy on leaves from study for graduate students. 

Research Activities and Progress

  • Will extensions to thesis submission deadlines be provided?

    Thesis submissions will be processed in accordance with the 2020-2021 Academic Schedule. Contact gradthesis@ontariotechu.ca if you have any questions pertaining to your thesis submission.

  • What happens if I miss some milestones due to the current situation?

    If milestones are delayed, email SGPS to document reasons for delay and the expected completion date. Milestones include but are not limited to: submission of progress reports, candidacy exams, submission of Form 1-Establishment of Supervisory Committee. Your program or supervisor may have additional milestones and you are encouraged to discuss any concerns with your research supervisor or graduate program director. You are encouraged to document any perceived delays in your research progress reports.

    If you have any questions or concerns about other milestones, contact SGPS.

     

     

  • I am over my program time limit, but have experienced further delay in my thesis progress. Will I be able to receive an extension?

    If you are outside your time limit, you are expected to submit a program extension in order to maintain active registration. Program extension requests should advise of your plan and timeline moving forward and describe the impact of the current situation on your timelines. 

    Note: students who request/require a program extension are still responsible for tuition and ancillary fees in each semester they are registered.

  • Am I still required to drop off a post-defence thesis package by the thesis submission deadline in order to be eligible to graduate?

    As per the graduate academic calendar language, once your thesis, project or major paper has been approved, you must submit the work formally. Normally, SGPS must receive a physical thesis package in order for you to be eligible to graduate. However, since the university is currently unable to obtain the physical packages, the following conditions apply in order for SGPS to confirm the thesis is complete: 

    As per the thesis package checklist, you must upload the approved post-defence thesis (see thesis template for specific requirements), certificate of approval and signed submission form to the shared google drive. Please ensure the abstract adheres to the library requirements. 

    NEW: The following must also be uploaded to Google drive: the thesis non-exclusive license, ProQuest (if applicable), and withhold form (if applicable) with original signatures (not digital).

    Note: Students will still be responsible for providing SGPS with a hard copy of their thesis, the non-exclusive license, and submission form but at a later date. Delivery of the physical thesis package will not delay graduation, as long as all other degree requirements have been met.

     

  • When does the physical thesis package need to be submitted to SGPS?

    At this time, we cannot provide a date as to when your final thesis package should be submitted to SGPS as we do not know when we will return to campus. If comfortable, you can mail your thesis package to SGPS at your earliest convenience. 

    Once SGPS receives notification as to when the office will reopen, an email will be sent to advise of the deadline. Otherwise students can drop off their thesis package once the office reopens. Email gradthesis@ontariotechu.ca to let SGPS know your preferred method.

  • I would still like to have a personal copy of my thesis bound. Am I able to do this?

    The third party company, Wallaceburg Bookbinding, who binds Ontario Tech theses, has confirmed they are still operating. At this time, students can utilize their Self-Serve Binding Options. This means students can send an electronic copy of their thesis to bindery for printing and binding. See the Library Website for instructions and the Wallaceburg Thesis Binding Direct Form.  

    Note: While Wallaceburg Bookbinding is operating, production is sporadic with delayed delivery timelines. For more information about thesis binding delivery times, please email them directly. 

Tuition and Finance

International students

Postdoctoral Fellows