Preamble

     It is recognized that many individuals bring to our graduate programs a rich and varied experience derived from universities throughout the world. This policy provides an indication of the expected practices and principles that should guide the normal interactions within a graduate program at the University of Guelph. The underlying principle is one of mutual respect of the students, faculty, and staff in an academic environment governed by traditional standards of research and professional integrity, without prejudice or discrimination. Within this context, both the student and the advisory committee assume certain responsibilities or obligations and are entitled to expect reciprocal commitments. The policy is neither exhaustive nor exclusive and should be viewed in the context of normal circumstances.
     The policy should be viewed as complementary to the University of Guelph statement on Student Rights and Responsibilities.

Responsibilities of the Advisor are:

1. Providing leadership to allow for the student's intellectual growth to become a competent contributor to a field of knowledge. In this context, the advisor must help outline a program which will challenge the student and allow the student the satisfaction of making a contribution to the field.
   
2. Being reasonably accessible to the student for consultation and discussion of the student's academic progress and research problems.
   
3. Thoroughly examining written material submitted by the student, making constructive suggestions for improvement.
   
4. Informing the student of the approximate time it will take for submitted written material to be returned with comments, with a normal maximum duration of two weeks.
   
5. Ensuring that a draft thesis or major paper is of an acceptable standard prior to submission to the advisory committee. If the advisor believes that it is not ready for submission or will not be ready within a particular time, so indicating to the student, with reasons. In preparation for the final examination, advising the student of a realistic timetable for completion. In cooperation with the departmental graduate co-ordinator, helping to organize qualifying and final examinations.
   
6. Making satisfactory arrangements for the advising of the student when the advisor is on leave or on extended absence from the campus.
   
7. Within the norms appropriate to the discipline and within the limits of the material and human resources of the university, making reasonable arrangements to ensure that the research resources necessary for execution of the thesis or major paper research are planned for or budgeted for so the student can complete the project without undue delay and, when necessary, assisting the student in gaining access to facilities or research materials.
   
8. Helping to ensure a safe university environment and being sensitive to the safety of off-campus environments.
   
9. Calling regular advisory committee meetings and involving the advisory committee as much as is beneficial in the development of a student's program and, in consultation with the advisory committee, submitting evaluation reports every semester to the departmental graduate studies committee and, when there are concerns or when the progress being made is unsatisfactory, to the Office of Graduate Studies.
   
10. Knowing the department and university regulations and standards to which a thesis or major paper is required to conform, and ensuring that the student is also aware of them.
    
11. In those cases where the advisor arranges for monetary assistance to the student, realizing and acknowledging that there is a financial obligation to the student which should not be withdrawn without good reason and without prior notice.
    
12. In those cases where the student's research comprises a component of the advisor's research program, and joint publication is envisaged, recognizing that the responsibility for utilization of data and for publications is held jointly by the advisor and student.
    
13. Appropriately acknowledging in published material the contributions of the student, including consideration of joint authorship of publications.
    
14. Requesting permission from the departmental graduate co-ordinator to be replaced as the advisor of a student when, for specific reasons, it is felt that the advisor should withdraw in the best interests of the student.
    
15. Conforming to basic principles of academic integrity and professionalism in the development of a mature and objective relationship with the student.
    

Committee's Responsibility

1. Providing guidance to allow for the student's intellectual growth to become a competent contributor to a field of knowledge. In this context, the advisory committee must provide constructive criticism and provocative discussion of the student's ideas as the program develops. The committee should ensure that the student is exposed to a wider range of expertise and ideas than can be provided by the advisor alone.
   
2. Being reasonably accessible to the student for consultation and discussion of the student's academic progress and research problems, and directing the student, as appropriate, to consult with experts outside the committee.
   
3. Ensuring that a "program of study" is established with the student's involvement and that it is formally approved by the committee, the student, the department and the Office of Graduate Studies.
   
4. As far as possible, identifying current and anticipated problems that may arise in the student's program and helping to alleviate them.
   
5. Meeting regularly to review the student's progress and constructively advance the student's research. The frequency of meeting will vary according to the stage and nature of the student's program.
   
6. Confirming and approving progress reports to the departmental graduate studies committee and to the Office of Graduate Studies in those cases where there are concerns or when the progress being made is unsatisfactory.
   
7. Informing the student of the approximate time it will take for submitted written material to be returned with comments, with a normal maximum duration of two weeks.
   
8. Reading and commenting on drafts of written material and indicating whether or not a major paper is complete or a thesis ready for submission to the final examination committee.
   
9. Conforming to the basic principles of academic integrity and professionalism in the development of a mature and objective relationship with the student.
   

Student's Responsibilities

Graduate Student responsibilities are:

1. Making a commitment to enhance the chosen field of study by developing expertise to a level where ideas and new knowledge created will gain acceptance by scholars in the field.
   
2. Meeting all appropriate deadline dates and regulations associated with registration, award applications and graduation requirements, as specified in the Graduate Calendar and/or the Office of Graduate Studies and/or the department or school, except in compassionate or exceptional circumstances.
   
3. Recognizing that thesis and research project topics must be within the scope of the appraised and approved graduate programs as set out in the program descriptions in the Graduate Calendar.
   
4. Choosing, in consultation with the adviser and advisory committee, a topic of research for which adequate financial and physical resources are available and which is acceptable to the adviser and advisory committee, and not choosing a specific research topic for which faculty advising expertise is not available.
   
5. Producing a thesis or major paper which is the student's own work and which meets the university and department standards for style and quality, reflecting a capacity for independent scholarship in the discipline.
   
6. Conforming to the principles of professionalism in writing the thesis or major paper; in particular, acknowledging in the thesis, major paper, or manuscript for publication, assistance, materials and/or data provided by other scholars, including fellow students, technicians, and others.
   
7. Recognizing that the adviser and members of the advisory committee have other educational, research and service obligations which may preclude prompt responses to the graduate student.
   
8. Giving serious consideration to and responding to advice and criticisms provided by the adviser or members of the advisory committee.
   
9. Meeting the department and university regulations and standards for academic requirements of a thesis or major paper, as well as all of the program requirements, including course requirements
   
10. Maintaining regular communication with the adviser (or designate), interacting with individual advisory committee members and other faculty as appropriate, meeting with the advisory committee regularly to review progress, and keeping the adviser informed of where the student may be contacted.
    
11. In those cases where the student's research comprises a component of the adviser's research program, and joint publication is envisaged, the responsibility for the data and publications is shared between student and adviser. The thesis or major paper material in draft publishable form, with a copy of the raw data, shall be made available to the adviser prior to submission for publication
    
12. Requesting of the department graduate co-ordinator, with specific reasons, the replacement of a member of an advisory committee or examining committee should a personal or professional conflict arise.
    
13. ecognizing that changing advisers after program entry may have consequences, in terms of the nature and focus of an appropriate research topic, and may alter funding planned prior to the change from the initial
    
14. Requesting of the departmental graduate co-ordinator replacement of the adviser when, for specific reasons, it is felt that the adviser should withdraw in the best interests of the student.
    
15. Meeting performance guidelines if supported by financing that has been provided for contractual responsibilities, that is, students will perform their agreed upon share of the responsibilities within the proper time
    
16. Conforming to basic principles of academic integrity and professionalism in the development of a mature and objective relationship with the adviser, advisory committee and other scholars.
    
17. Being aware of the University Policy on Academic Misconduct as set out in the Graduate Calendar.

Resolution of Concerns

     If difficulties arise, involved parties should discuss their concerns first with the departmental graduate co-ordinator and their department chair. If a satisfactory resolution is not achieved, parties may contact the associate dean of Graduate Studies to discuss what further avenues might be explored. Good communication is critical to a successful graduate experience; graduate students and advisers are encouraged to address matters of concern as early as possible in order to ameliorate tensions and resolve the difficulties.

Graduate Student-Adviser Mediation Procedures

     Should a graduate student, adviser, or advisory committee member feel that an infraction or infringement of the Policy on Responsibilities of Advisers, Advisory Committees and Graduate Students has occurred, the procedures outlined below are to be followed.

Resolution Procedures

     Every attempt should be made to resolve the issue at the departmental level.

1. The complainant should express concern to the other party; the complaint can be made either in writing or orally. In the case of graduate student-adviser problems, the advisory committee may be consulted.
   
2. If the result of this discussion is unsatisfactory to either or both parties, the graduate co-ordinator and the chair of the department should be informed of the situation, again either in writing or orally. If the graduate co-ordinator is unable to resolve the conflict, the chair of the department will meet with all parties involved, either individually or together, in an attempt to resolve the matter.
   
3. If no agreement is reached within the department, the concerned party has the right to contact the associate dean of Graduate Studies. The associate dean will attempt, through a discussion with the parties involved, to resolve the issue. The associate dean will have access to all information necessary to understand the position of the parties involved in the dispute. The material accumulated in association with the complaint will be retained in confidence by the associate dean and will not be released to any person except in accordance with existing university policy on personal files, or where required by law. The associate dean will render a decision and outline a solution to the problem.

Appeal Procedures

1. If either the graduate student or the adviser wish to appeal the decision of the associate dean, a written submission must be filed with the dean of Graduate Studies within fourteen days of the date of notification of the decision. The dean may waive this deadline if, in his/her opinion, the circumstances so warrant.
   
2. Within fourteen days of receipt of a written submission, the dean will strike an appeal committee to hear the petition of the complainant. The appeal committee will be comprised of two University of Guelph graduate faculty members (one selected by the graduate student and one by the adviser), two graduate students (one selected by the graduate student and one by the adviser), and a third faculty member, appointed by the dean, who shall not be from the department involved and who shall serve as chair of the appeal committee.
   
3. The appeal committee will establish a date for a hearing no later than thirty days from the striking of the committee. Both parties will be notified of the time, place, and purpose of the hearing, and will be provided with all information to be presented at the appeal at least fourteen days in advance.
   
4. At the hearing, the appellant shall first present his/her position, following which the other party may respond. The onus will be on the appellant to establish the merits of the appeal and to assemble and distribute documentation in support of the appeal. All parties have the right to call, examine, and cross-examine witnesses and may be represented by and/or accompanied by a friend or representative.
   
5. Upon hearing all of the information, the appeal committee will decide whether there has been a violation or infringement of the Policy on Responsibilities of Advisers, Advisory Committees and Graduate Students. The decision will be made by majority vote. All members of the appeal committee will have a vote; no abstentions will be allowed. The committee will forward recommendations for action to the executive committee of the Board of Graduate Studies. The executive committee will make a decision on acceptance of the recommendations within thirty days and inform all parties, in writing, of the recommendations of the appeal committee and of its decision
   
6. The decision of the executive committee of the Board of Graduate Studies is final. It is the responsibility of the executive committee to ensure that the accepted recommendations are carried out by the appropriate person or body.