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New Graduate Program Directors Orientation


(Lynn Griffin) Director, GPSO (Charlotte L gar ) Assistant to Dean (Muriel Auberger) ... (Gina Sebastiao) Manager (Rec., Reg., Theses) (Fiorella Lisi) Manager ... – PowerPoint PPT presentation

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Title: New Graduate Program Directors Orientation

New Graduate Program Directors Orientation
  • August 30, 2007
  • Martin Kreiswirth, Associate Provost (Graduate
  • Dean, Graduate Postdoctoral Studies

Some important issues
  • Working Together Roles and duties of Graduate
    Program Directors, the Assoc Provost, and
    Associate Deans
  • Admissions
  • Conflict Resolution
  • FAQs/Information Sources
  • Supervision
  • Funding
  • Retention
  • Research Integrity and Responsibility
  • Intellectual Property
  • Postdocs
  • Career development
  • New Graduate Education Environment
  • McGills Response

Administration of Graduate Postdoctoral
Studies at McGill
  • Responsibility for graduate programs is shared by
    the Deans of the Faculties and the Dean of
    Graduate and Postdoctoral Studies
  • As you well know, many of the details of the
    daily administration of graduate studies takes
    place in the department
  • Graduate and Postdoctoral Studies (GPS) is
    responsible for the central administration of
    graduate studies, including admissions,
    registration, fellowships, theses, graduation,
    some funding, and overall quality assurance

Overview Black Deans Office, James Building,
3rd floor, room 325 Red Graduate and
Postdoctoral Studies Office, James Building, 4th
floor, room 400
Role/Duties of Associate Provost (Graduate
Education), Dean of Graduate and Postdoctoral
  • Graduate education
  • advancing and promoting a strategy for
    strengthening the quality of graduate and
    postdoctoral education across the university
  • Graduate programs
  • facilitating the development and enhancement of
    graduate programs and the resources necessary for
    achieving these goals
  • Graduate students
  • improving the overall academic and non-academic
    graduate student and postdoctoral experience
  • Collaboration with Faculties and all stakeholders
    involved in graduate and postdoctoral studies to
    achieve goals
  • Oversee GPS and graduate and postdoctoral
    activities at McGill
  • Act as an advocate for Graduate and Postdoctoral
    Studies, both intra- and extra-murally
  • Develop policies, strategies, and processes to
    position McGill among the top graduate and
    postdoctoral institutions internationally

Role/Duties of Associate Deans of Graduate and
Postdoctoral Studies
  • Disciplinary Officers for graduate students and
  • Help departments with serious difficulty and
    problematic supervisory situations
  • Program development
  • Work with Associate Provost, Faculty Associate
    Deans, and GPDs, in planning and policy
  • Oversight
  • Fellowships and Awards
  • Appeals

Formal Interaction of GPS with University
  • Either Dean or Assoc. Dean a member of
  • Council on Graduate Studies
  • Research Policy Committee
  • Subcommittee on Courses and Teaching Programs
  • Academic Policy Committee
  • University Committee on Scholarships and Student
  • University Admission Committee
  • Committee on Student Affairs

Graduate Studies and Postdoc Communication with
  • Announcements, regulations, etc. on the website
    (will be made even more user-friendly in the
  • Graduate studies messages are sent from GPS
    through the GRADPROG Listserv to all
    departments. Departments convey the messages to
    all professors and graduate students
  • The Graduate Studies Advisory Committee, which is
    made up of an Associate Dean from each Faculty,
    is an important venue for sharing information on
    graduate studies. The Associate Dean
    representing your Faculty on the committee is a
    conduit between GPS and your Faculty Dean,
    Department Chairs and Graduate Program Directors.
    Information thus passes back and forth between
    the Associate Dean, GPS, and all Faculty
  • Postdoc messages are sent to postdocs and
    supervisors on the POSTDOC Listserv
  • The Dean and Associate Deans of GPS meet with
    GPDs biannually

(No Transcript)
Role of the Graduate Program Director
  • Communication link between departments and the
    Deans Office and GSPO email pathways and
  • With GPS, instruct students re procedures
  • Interpret GPS policies guidelines for the
  • Mediate in problematic supervisory situations
  • Participate in planning
  • Monitor and implement program design

Expectations for the Graduate Program Director
  • Know the universitys policies and procedures
    (general information booklet and Green Book)
  • Know the departments written policies (handbook)
  • Inform students professors of policies
    procedures and funding possibilities
  • Keep Chair and Faculty Associate Dean informed
  • Inform students professors of your role as
    mediator and of pathways for resolving conflict
  • Inform students professors of supervisory
    processes practices
  • Attend meetings information workshops on
    graduate education

Who Are They?
  • Total graduate students 2006-7 7,375
  • (including graduate degree, certificate diploma
  • Men 3,517
  • Women 3,858
  • __________________________
  • Quebec 4,613
  • Other Canada 1,357
  • International 1,405
  • ____________________________
  • Masters 3,466
  • Doctoral 2,597
  • NB These data report the university of origin of
    the student
  • Graduate Admission and Registration Statistics
    are available in Minerva Reports.

  • GPS Viewbook is available for your admissions
    packages and recruitment efforts
  • More on this later
  • Admissions letters require careful wording See
    Dos and Donts
  • Potential Students Guide on CAGS website
    ( very useful

The GPS Website
  • Designed to give FULL information
  • Important updates coming
  • We still answer the telephone at 398-3990
  • People to contact are on the web

Graduate Student Orientation
  • Information for new students
  • Tuesday, Sept. 4th, Thursday, Sept. 6th, Thomson
  • A mandatory event
  • Useful to have Department orientation events as
    well Meyer can provide samples

  • Encourage all new professors to attend the
    workshops announced on the listserv
  • More attention to this in the coming year

Pathways for Conflict Resolution
  • Sensible admissions
  • Clear university departmental policies
  • Policies should be explicit and easily avialable
  • Students should be well-informed
  • GPS is making policies clearer
  • Review Departmental policies?
  • Post grad studies policies on Website? (Mech.
    Engineering as model)
  • Levels of problem solving
  • Departmental problem solving
  • University problem solving
  • Best to solve problems at lowest level, where
    substantive knowledge is frequently highest

Departmental Problem Solving
  • Supervisor
  • Supervisor Student
  • GPD
  • GPD Supervisor
  • GPD Student
  • GPD Supervisor Student
  • Chair
  • Chair Supervisor
  • Chair Student
  • Chair Supervisor Student

University Problem Solving
  • Student ? Ombudsperson ? Assoc. Dean
  • ? Supervisor
  • Student ? Assoc. Dean ? GPD ? as above
  • ? Supervisor ? as above

GPS Topics
  • Graduate student funding
  • Improving progress
  • Integrity
  • Responsible conduct of research
  • Intellectual property
  • Postdoctoral issues
  • Career placement opportunities
  • New Environment for Graduate Education
  • McGills response

1. Graduate Student Funding
  • Important to attend the Fall workshops on
    graduate fellowships that pertain to your
    disciplinary area
  • There are both provincial and federal fellowships
    for graduate students and postdocs
  • New Midas program
  • Student success is frequently dependent on
  • More on new funding models coming up

Graduate Student Funding (contd)
  • NB
  • Graduate fellowships and stipends paid from
    grants are tax-exempt in Quebec RA salaries are
    not. Pay stipends when possible.
  • Stipend money from a grant for work on
    research in the area of the students thesis
  • RA salary money from a grant for work not in
    the area of a students thesis work

2. Improving Progress
  • Mandatory Annual Progress Tracking Procedure is
    important and GPS will be looking to you this
    year for improvements
  • Advisory/supervisory committees are crucial
  • GPDs should encourage supervisors to have
    frequent meetings with their students
  • Improvement of student experience and program
    design are significant factors
  • More on this

3. Integrity
  • Make sure your students understand plagiarism and
    academic dishonesty
  • A definition of plagiarism to share is at
  • It can have grave consequences at the graduate
  • Report suspected plagiarism and other forms of
    academic dishonesty to the Associate Dean (GPS)

4. Responsible Conduct of Research
  • Make sure your graduate students know about
  • Ethical approval for human subjects research
  • Animal care workshops
  • Bio-hazardous and radioactive materials
    workshops and

5. Intellectual Property
  • Make sure you and your students read our
    intellectual property policy (Red Book) and
    discuss it
  • Make sure students working with non-university
    partners sign an NUP agreement with that partner
  • Watch for announcement of workshop on the
  • Make sure you and your students read the
    universitys authorship policy (Red Book) and
    discuss it

6. Postdoctoral Issues
  • Make sure all postdocs are registered with GPS
  • The federal research councils will pay for
    mandatory extended insurance for postdocs
  • All postdocs are members of PGSS
  • PGSS insurance is mandatory
  • Encourage your professors to request funding for
    the insurance of their postdocs
  • Postdoc GPS Orientation, Sept. 6, Thomson House

Postdoc Statistics
  • Total registered postdocs 2006-7 424
  • Men 247
  • Women 177
  • ____________________________
  • Quebec 147
  • Other Canada 50
  • International 227
  • ____________________________
  • Postdocs in 2002 283
  • Postdocs in summer 2007 546
  • NB These data report the university of origin of
    the student

Postdoctoral Issues (contd)
  • Rules for postdoc registration are set by the
    MELS for 5 years, no more than 5 years after
    the PhD
  • See MELS website at http//
  • After time limits postdocs must leave or be
    converted to Research Associates (an employment
    category with benefits and immigration and time

Postdoctoral Issues (contd)
  • A letter of agreement for postdoctoral
    education is now necessary for registration
  • template is on the website at
    stdoc (under Postdoctoral forms)
  • Postdocs should not teach more than one course a
  • Postdocs need to pay for student services

Postdoctoral Issues (contd)
  • International postdocs in certain fields pay
    reduced provincial income tax
  • In Quebec, postdocs are primarily trainees, not
    employees and thus their training experience
    should ideally include opportunities for learning
    (seminars, etc.)
  • Fellowships are tax exempt salaries are not
  • See the government website

7. Career and Placement Opportunities
  • CAPS has a graduate student advisor
  • departmental activities
  • individual consultations
  • university wide workshops on careers in and
    outside of academia
  • Encourage your students postdocs to use the
    service and request departmental sessions
  • contact CAPS at 398-3304
  • More on this

8. New Recruitment Environment for Graduate
  • Competitors (Ontario and Alberta) are putting
    enormous resources into graduate education
  • World-wide realization of importance of HQP in
    knowledge-based economy
  • Unprecedented competition for high-quality

Response New McGill Graduate Environment
  • As stated in our planning documents, a top
    priority for McGill is a pan-university emphasis
    on graduate student recruitment, retention, and
    high-quality enrolment growth
  • Ongoing improvements in funding, graduate student
    experience, supervision, program development,
    times to completion, etc. will be promoted to
    re-brand graduate education in McGill
  • Reformulate GPS funding model
  • goals
  • flexibility and nimbleness, more collaboration
    with units
  • coordinated, guaranteed, multi-year funding
  • Capitalize on new MIDAs program
  • Introduce new Doctoral travel awards

Response New McGill Graduate Environment (2)
  • Enhance student experience
  • Pedagogical Training
  • Clear expectations of regulations and program
  • Emphasis on outcomes
  • Aid in language and writing skills
  • Assuring adequate space
  • Extended Career Development
  • Alumni community and outcomes
  • Professional Skill Development both academic
    and non-academic
  • Cultural and Academic Orientation
  • Coordination of Grad student services
  • Aid in supporting family life
  • New program development interdisciplinarity

Response New McGill Graduate Environment (3)
  • Initiatives to enhance program and researcher
  • Facilitate and provide resources for website
  • Global and Department/Program
  • Consistent pan-university information
  • Templates for truth in advertising
  • Initiatives to aid times to completion and reduce
  • program development
  • Milestones
  • Enhance supervision data and workshops

Response New McGill Graduate Environment (4)
  • Improved coordination between GPS and graduate
  • Admissions decisions
  • Service and flexibility
  • Enhance GPD role and training
  • Enhance GPC role and training