Description of Graduate Students
Transcripts of Record
Appeals of Decisions
Senior Undergraduates in Graduate Courses
- Admission Requirements
In the Graduate Calendar, the typical
Canadian university curriculum and university system are understood
to be the academic standard of reference.
The minimum requirement for admission
to a master's program is a baccalaureate, in an honours program
or the equivalent, from a recognized university or college. The
applicant must have achieved an average standing of at least second-class
honours ('B-' standing) in the work of the last four semesters
or the last two undergraduate years (full-time equivalent). Applicants
who hold the DVM degree (or equivalent) and who are applying to
the master's program must have achieved an overall average standing
of at least second-class honours ('B-' standing) in their program.
Standings higher than the minimum 'B-' average are required in
some departments for admission to the master's program. Applicants
for admission to graduate work whose baccalaureate is not from
an honours program or the equivalent and who wish to obtain an
honours equivalent degree should direct any enquiries to Admissions
Services, Office of Registrarial Services.
Applicants who wish to upgrade an honours
baccalaureate completed at a level marginally below the minimum
requirement for admission should consult Graduate Program Services,
Office of Registrarial Services, for advice on appropriate upgrading
procedures prior to applying to a graduate program.
Applicants who believe that their experiential
learning may compensate for academic standing which does not meet
the university minimum requirements are directed to contact the
program(s) of interest regarding availability of alternative admissions
Admission to doctoral programs normally
requires a satisfactory baccalaureate and at least high second-class
honours ('B' standing) in a recognized master's degree. Applicants
who hold the DVM degree (or equivalent) and who are applying to
the DVSc program must have achieved an overall average standing
of at least high second-class honours ('B' standing) in their
program. Standings higher than the minimum 'B' average are required
in some departments for admission to doctoral programs.
Admission, whether as a regular, a provisional,
or a special student (see category) is,
in all cases, based upon the recommendation of the department
concerned and is subject to the approval of the dean of Graduate
Studies on behalf of the Board of Graduate Studies. Admission
to advanced courses of instruction or to the privileges of research
does not imply admission to candidacy for a higher degree.
- Application for Admission
Application packages may be obtained
through the graduate secretary in any graduate program; check
with the individual program for application deadline dates. The
applicant must assemble all relevant documentation (see below)
and any additional program- specific application materials (outlined
in the graduate programs section of the Graduate Calendar) and
forward the complete package to the department to which the applicant
is applying. Please note that once an application for admission
is submitted for consideration, the fee is non-refundable and
the application form and documents become the property of the
University of Guelph. Under no circumstances are these returned
to the student.
Transcripts: One certified copy of each previous undergraduate
and graduate transcript must be submitted. Applicants from outside
North America are strongly urged to attach official statements
of the grades obtained and the subject matter included. In instances
where only one original transcript is issued, certified copies
rather than originals should be submitted.
Letters of Recommendation: Assessment forms from two individuals
who are well acquainted with the applicant's education and abilities
must be submitted. Academic references are preferred, but former
employers are also acceptable referees.
English Proficiency: Courses at the
University of Guelph are completed in approximately 12 weeks.
Students therefore must be proficient in the use of English, both
written and oral, when they begin their studies at Guelph. The
university requires that certification of such proficiency be
provided by applicants whose first language is not English. The
Test of English as a Foreign Language (TOEFL) of the Educational
Testing Service, the British Council English Language Testing
Service (IELTS, also known as the English examination of the University
of Cambridge), the Michigan English Language Assessment Battery
(MELAB), and the Carleton Academic English Language (CAEL) Assessment
are all acceptable to the University of Guelph; official scores
or results from one of the four are regarded as acceptable assessment
of proficiency. The minimum acceptable score is 550 for the paper-based
TOEFL, 213 for the computer-based TOEFL, 6.5 for British Council,
85 for MELAB, and 60 for CAEL. (These minimum acceptable scores
are subject to change.) Applicants should make arrangements to
take one of these tests at least three to six months before the
opening date of the semester.
Applicants may also choose to enrol in the University of Guelph
English language program which is offered through the Office of
Open Learning. Applicants who complete this program and receive
a level 4 standing will be considered to be eligible to apply
to a graduate program at the University of Guelph.
Other Academic Examinations: In some departments, Graduate
Record Examination (GRE) or Graduate Management Admission Test
(GMAT) scores may be used as a basis for determining the acceptability
of an applicant. Ample time should be allowed for the results
to reach Guelph.
- Refusal of Admission
Limitations of funds, space, facilities
or personnel may make it necessary for the university, at its
discretion, and in spite of the admission requirements set out
above, to refuse admission to an otherwise acceptable applicant.
- Admission of Faculty Members
Members of the faculty of the university who are:
- senior in rank to a lecturer are not eligible for admission
to master's degree studies,
- senior in rank to an assistant professor are not eligible
for admission to doctoral studies.
Permission to undertake graduate studies must be obtained from
the president of the University of Guelph.
- Conditional Admission
Conditional admission may be granted
to an applicant whose record to date is acceptable but whose application
is incomplete. If the documents are satisfactory when received,
the student's admission is confirmed. If they are unsatisfactory,
admission is revoked.
- Letter of Permission
Persons completing graduate programs
at universities outside Ontario for whom it is necessary to complete
some coursework at the University of Guelph may apply for admission
to a non-degree program on a Letter of Permission.
Any such students must complete the normal
University of Guelph Application for Admission form. A letter
must be submitted to Graduate Program Services by the dean of
graduate studies at the student's home university which outlines
precisely what the student is expected to complete while at Guelph.
This letter must also state that the work completed at Guelph
will be a part of the student's program at the home university.
No further admission documentation is required.
Students admitted on a Letter of Permission
will register as special non-degree students. Students are responsible
for requesting that transcripts of work completed at Guelph be
sent to their home university.
- Ontario Visiting Graduate Student Plan
Ontario universities currently have in
place a plan whereby graduate students may take courses at other
Ontario universities while remaining registered at their home
universities. For information concerning the regulations and procedures
involved, interested students are asked to contact the graduate
studies office at their home university.
Description of Graduate Students
Graduate students are systematically described
by category and by classification.
Regular Student: An applicant who has met the university
or program admission requirements, is considered for admission
as a regular student.
Provisional Student: An applicant whose qualifications
for meeting the minimum university or program requirements appear
uncertain, may be considered for admission as a provisional student.
This category is unavailable for applicants who clearly do not
meet the minimum university admission requirements as assessed
by Graduate Program Services. While provisional, the student's
program will include at least one graduate course in each semester
and may include active involvement in supervised thesis research.
If at the end of one semester the department is satisfied with
the student's progress, it will recommend to the dean transfer
to regular student status. Upon such transfer, the student will
receive credit for courses completed. If transfer to regular student
status is not achieved at the end of one semester, the student
may be permitted to continue for a second semester as a provisional
student. At the end of this time, the record will be reviewed
as before. If transfer to regular student status is not recommended,
the student may be required to withdraw.
Special Student: International students who are applying
for the internship program in the Ontario Veterinary College should
make application to be special students.
Students who are not currently registered
in a graduate degree or diploma program and who wish to take graduate
courses for professional upgrading and/or personal interest should
apply to Admissions Services. At the time of application to Admissions
Services, the applicant should indicate clearly that they wish
to apply as an undergraduate student, and that they are not registered
for a graduate degree or diploma at that time. A registered undergraduate
student may take a graduate course with the permission of the
chair or director of the academic unit offering the course and
the permission of the instructor of the course. In certain limited
circumstances, graduate courses taken by graduate students may
be credited to a graduate program at the University of Guelph.
See Graduate Program Services for details.
Students are classified as full-time
or part-time on the basis of the program in which they are enrolled.
All students have access to university activities and facilities
and are expected to take part in the academic life of their program
and the university.
Full-time Student: Full-time students apply themselves
to their graduate study as a primary responsibility. Normally
graduate students will be registered as full-time students because
they are registered in full-time programs.
Distant Student: Full-time students may be located away
from the university. If the student lives 200 km. or more from
Guelph, the student may apply to be full-time distant, which precludes
the payment of some non-tuition student fees.
Part-time Student: Part-time students are enrolled in
part-time graduate programs. This status must be declared at the
time of admission. If a program does not indicate "full-time only",
applicants may assume that a part-time option is available. Students
interested in part-time study should consult graduate programs
of interest to confirm the availability of this option. Part-time
students may register for no more than 1.0 course credits in a
semester. Three part-time semesters are regarded as the equivalent
of one full-time semester in terms of minimum program duration.
In some instances full-time students
may be allowed to transfer to part-time if demanding circumstances
relating to personal health matters, family responsibilities,
or employment exist. Documentation of the these circumstances
must be submitted to Graduate Program Services on an annual basis.
Pending transfer application and approval
from both their program and Graduate Program Services, part-time
students may transfer to full-time status at any time in their
programs. Full-time graduate students originally admitted to part-time
programs may transfer back to part-time status on request.
- Enrolment and Registration
Regular and Provisional Students: Each regular or provisional
student will enrol in a program of study in the jurisdiction of
one of the following academic units: (a) a single department or
school, (b) an interdepartmental committee, or (c) a centre. In
each case the student will be identified with a single department
in which he or she is deemed to be registered. Normally, the department
so identified will be the department of which the advisor is a
member. Students enrolled under (b) or (c) above will meet the
degree requirements of that unit as arranged with the department
in which they are registered.
Special Students: Each special student will register in
a single department. The chair of that department, or the chair's
nominee, is responsible for the student's program.
- Registration Procedure
Students are reminded that registration
material must be submitted by the indicated deadlines. Check the
Academic Schedule at the front of this calendar for the registration
(also known as course selection) deadlines.
Normally six to eight weeks prior to
the beginning of each semester, the continuing student will file,
in Graduate Program Services, a Graduate Student Add/Drop & Change
form, in order to activate registration for the upcoming semester.
The form must be approved in the academic unit concerned before
it is submitted to Graduate Program Services. Alternatively, continuing
students (with a few notable exceptions) may choose to use WebAdvisor
to register. New students may register in person up until the
last date for registration for new students as announced in the
University ID cards, which are used for
identification and for library and bus pass purposes, are produced
and validated at Graduate Program Services upon initial registration.
Validation stickers will be provided each semester to registered
continuing students. Loss or theft of a university card should
be reported to the Library Circulation Information Desk and to
Graduate Program Services.
Normally, the registration procedure
must be completed within the dates set in the Academic Schedule
in this calendar. In special circumstances a student may be permitted
to register up to 14 class days after the opening date with an
appropriate late fee being
Billing statements are sent to preregistered
students by Student Financial Services, Office of Registrarial
Services, approximately four to six weeks prior to the beginning
of each semester. Payment of account will complete the registration
process. Failure to make appropriate payment arrangements by the
beginning of the semester will result in the cancellation of enrolment
(de-registration) for that semester.
Students taking undergraduate courses
must complete their course registration by the deadline for undergraduate
registration. Students wishing to register in any undergraduate
course or course for audit must obtain the instructor's signature
on the Graduate Student Add/Drop & Change form.
Students registered in multi-semester
courses must register in each semester in which they are actively
engaged in course requirements, unless otherwise stated in the
- Registration Changes
Changes of registration (deletion or
addition of courses) may only be made on the recommendation of
the student's advisory committee and with the approval of the
dean of Graduate Studies. Credit will be given only for courses
listed on the Graduate Student Add/Drop & Change form or authorized
through an official change of registration. When dropping two-semester
courses, both semesters of the course must be dropped. Students
who wish to re-take a two semester course must re-take both parts
of the course. The deadline to drop a two-semester course is the
add deadline date specified for the second semester of the course.
- Continuity of Registration
Students are expected to register in
each consecutive semester of study until graduation. They must
be registered in each semester in which they are actively engaged
in coursework or research, including any semester in which they
have any contact with university faculty/staff or use of university
facilities in connection with their degree program.
Without prior permission from the dean
of Graduate Studies, students normally cannot register at the
University of Guelph while they are registered as a student at
another university. University of Guelph graduate students, with
prior permission from the dean of Graduate Studies, may arrange
a leave of absence to register at another university. Students
should consult Graduate Program Services about the options available
when planning such activities.
A regular student may make prior arrangements,
subject to review and recommendation by the department, to take
a leave of absence from graduate studies for a specified period
of time, not to exceed one year. The Board of Graduate Studies
may approve a leave of absence for students who request permission
not to register for two or more consecutive semesters. Further
leave(s) of absence may be granted subject to review and recommendation
by the department and approval by the Board of Graduate Studies.
A leave of absence approved by the Board of Graduate Studies will
include adjustments in the time allotted for completion of the
graduate program. Parental leave will be accommodated under this
The dean of Graduate Studies may routinely
approve a leave of absence for students who request permission
not to register for one semester, without adjustment to time allotted.
Failure to register or receive prior permission for a leave of
absence will be regarded as withdrawal from graduate studies at
this university. Students who wish to resume their studies must
apply for readmission; if readmitted they will be required to
conform to current regulations.
A student who has not completed all the
requirements for the degree by the due date for thesis submission
in a particular semester must re-register. Candidates must be
registered in the semester in which they qualify for the degree.
In the case of conjoint or co-operative
graduate programs with other universities, arrangements will be
made to ensure that the students involved are not placed at a
disadvantage with respect to continuity of registration.
- Cancellation of Registration
A student who wishes to withdraw from
the university is expected to consult with the department graduate
co-ordinator prior to submitting the withdrawal notice to Graduate
Program Services. Within the time limits described in Refund
of Fees, approval of the withdrawal entitles the student to
a refund on a prorated basis. No such refund may be claimed without
the graduate dean's authorization.
In the event that a student fails to
obtain satisfactory standings or to make satisfactory progress
either in coursework or in research, the Board of Graduate Studies
may require the student to withdraw (see Departmental
Review). Registration will be cancelled as of a date specified
by the Board and an appropriate refund of fees authorized.
A student who withdraws from the university
must return all outstanding loans from the library immediately
upon withdrawal, regardless of the original due date. Any items
not returned will be declared lost and their cost will be charged
to the student's account.
- Advisory Committee
In all cases, the student's program of
study is established and supervised by the advisory committee.
Once the committee has been approved, no changes may be made to
its membership without the written approval of the departmental
graduate studies committee and the consent of the dean of Graduate
- Establishment of Program
After examining the student's academic
record, the committee will arrange a program appropriate for the
degree. The committee will give due consideration to relevant
courses passed by the student at any recognized university or
college and any necessary placement examinations taken. The program
will include prescribed studies on the basis of which the candidate's
final standing will be determined. It may include additional courses
either chosen by the student or specified by the committee. For
master's degrees by coursework, OCGS by-laws permit a maximum
of 1/3 of the credits to be taken from senior undergraduate courses;
however individual programs may require a higher proportion of
graduate courses. The program established by the advisory committee
must be submitted for approval to the dean of Graduate Studies
no later than the beginning of the student's third semester.
- Changes in Program
Once the program of courses is established,
changes may be made, subject to the approval of the advisory committee,
and reported to the dean of Graduate Studies.
- Transfer of Academic Credit
On the recommendation of the advisor
and with the approval of the department chair and the dean of
Graduate Studies, a graduate student may take, and receive credit
for, graduate courses at another university. The arrangements
for these courses must be made through the dean of Graduate Studies
or the dean's delegate.
- Seminar Courses, Practica and Internships
Either a numeric grade or a designation
of satisfactory (SAT) or unsatisfactory (UNS) may be used in evaluating
the student's performance in such courses.
- Major Paper
In all non-thesis programs, the major
paper is assigned a course number and appropriate credits. The
course may extend over two semesters and the student's performance
may be indicated by a numeric grade or a satisfactory (SAT) or
unsatisfactory (UNS) designation. A copy of the major paper must
be deposited in the department or school in which the student
- Auditor Privilege
With the consent of the advisory committee,
the instructor and the department chair concerned, a student may
register for and audit all or part of a course. It is understood
that the student will attend lectures as prescribed but will not
write any examination or receive any grade. Such a course may
be recorded as an additional course, identified by AUD. Note that
courses offered through distance education (section DE) may not
- Language of Instruction
The English language is used for instruction,
in the writing of examinations, and in text books used at this
university (except in modern and classical languages). The thesis
and other reports must be written in English.
- Short Courses for Graduate Teaching Assistants
Graduate teaching assistants and other
graduate students may avail themselves of short courses on specific
educational topics offered by Teaching Support Services. Information
on the courses offered in the each academic year may be obtained
from Teaching Support Services.
- Animal Care Instruction
All graduate students who will utilize
vertebrate animals in their research and/or who will be teaching
assistants in a course involving vertebrate animals must take
a short course offered by the Animal Care Committee or have equivalent
training. Students must take this course as early as possible
in their program. See
Animal Care Short Course for details.
A department may require examinations (oral
and/or written), from time to time, to evaluate the student's progress.
Numeric grades must be assigned to indicate the student's standing in
courses except where otherwise specified.
- Grades Schedule
In courses which comprise a part of the student's
program, standings will be reported according to the following schedule
- Grade Interpretation
Outstanding. The student demonstrated a mastery of the
course material at a level of perfomance exceeding that of most
scholarship students and warranting consideration for a graduation
|| Very Good to Excellent. The student demonstrated
a very good understanding of the material at a level of performance
warranting scholarship consideration.
||Acceptable to Good. The student demonstrated
an adequate to good understanding of the course material at a
level of performance sufficient to complete the program of study.
||Minimally Acceptable. The student demonstrated
an understanding of the material sufficient to pass the course
but at a level of performance lower than expected from continuing
||An inadequate performance.
A graduate student who receives a
grade of less than 60 per cent in any course (graduate or undergraduate,
prescribed or additional) is deemed to have failed the course. The advisory
committee must then take action (see Departmental
A student may not register for any course they
have previously passed unless the course is a varying content course
(such as a Special Topics course) or unless so directed by the Admissions
and Progress Committee of the Board of Graduate Studies.
|| an "audited" course (additional courses only).
|| incomplete or course not completed. It is required that the INC
be replaced by a grade or an INF (incomplete failure) within the
next registered semester, within a maximum of two semesters following
the semester in which the course was not completed.*
|| incomplete : failure. Students not completing the course requirements
within the prescribed time limtit (see INC above) of receiving an
INC will receive an INF grade for that course.*
|| in progress. Multi-semester courses that are in progress will
receive the INP interim grade designation in each semester prior
to the semester of completion. Students registered in multi-semester
courses must register in each semester in which they are actively
engaged in course requirements. A grade is recorded in the final
semester of offering.
|| mark not reported. Grade has not been reported to Graduate Program
Services by department or school by the last day for grade reports
for the semester. It is required that the MNR be replaced by a grade
or an INF (incomplete failure) within the next semester.*
|| satisfactory. Used for evaluation of certain seminar and practicum
|| unsatisfactory, considered a failure. Used for evaluation of
certain seminar and practicum courses.
|| withdrawn: failure. Identifies a course from which the student
withdrew after the announced last date for dropping courses. A course
dropped prior to this last date is not recorded.
* Any student who receives an INC
or MNR grade and for whom the final grade is not received in Graduate
Program Services prior to the first day of the next semester,
must be registered within a maximum of two semesters, at the end
of which registered semester it is required that the INC be replaced
by a grade of an INF (incomplete: failure). If the student is
not registered in the semester in which the course is completed,
any submitted grade will not be accepted and the student will
receive INF as a final grade. Note that the student does not register
for the incomplete course again; when a grade is received, the
grade will replace the INC or MNR grade originally recorded. Students
who are registered may have, at the department/school graduate
committee's discretion, up to the end of that subsequent semester
to finish the course requirements before the grade of INF is automatically
recorded. Exceptions to the above, for compassionate reasons,
may be considered on appeal to the Admissions and Progress Committee
of the Board of Graduate Studies.
2. Thesis Assessment
In the thesis, numeric grades are not
required; instead the work is reported as either satisfactory
3. Prescribed Studies
A graduate student must obtain an overall
weighted average of 'B-' or better (at least 70%) in the prescribed
studies, as set out in the approved program, in order to qualify
for the degree or graduate diploma.
4. Additional Courses
In the courses which are identified as
additional courses, standings will be reported according to the
schedule of grades set out above, but will not be included in
the calculation of the overall average described in Prescribed
Studies. It is understood, however, that such additional courses
are an integral part of the student's approved program.
5. Departmental Review
At the end of each semester the academic
record and progress of each student will be reviewed by the graduate
faculty of the academic unit in which the student is enrolled
and a report therein will be submitted by the advisor to the department
graduate co-ordinator and to the student. If the report expresses
some concerns about progress or unsatisfactory progress, a copy
is submitted to the dean of Graduate Studies. If the student fails
a course or a required examination, the advisory committee, through
the academic unit, will recommend appropriate action to the Board
of Graduate Studies (see Cancellation of Registration).
Only by authority of the board may a further privilege of any
kind be extended.
candidate for an advanced degree is responsible for making application
to graduate. The application must be filed when the thesis is
submitted at Graduate Program Services or, where a thesis is
not required, not later than the last date for thesis submission
for the convocation concerned. The graduation list will be based
upon these applications.
At the time of application for graduation,
master's and doctoral students have the opportunity to choose
an alternate degree designation to appear on the graduation
diploma. A master's candidate may choose to have "Magisteriate
in ..." rather than "Master of ...". A doctoral candidate may
choose to have "Doctorate in ..." rather than "Doctor of ...".
This designation will appear on the graduation diploma and the
On completion of the graduate program,
the student's university card must be submitted for invalidation
at Graduate Program Services. The invalidated card is then presented
at the circulation information desk in the library, where a
clearance card is issued. Until these two steps have been taken,
the student will not be eligible for the graduate degree, for
a completed transcript, or for a fee rebate (if applicable).
At least three working days must be allowed for clearance to
be completed by the Division of Circulation and Interlibrary
Services, McLaughlin Library.
official transcripts of the student's academic record are available
at Graduate Program Services. Only individually sealed copies
are valid. Transcripts will be sent to other universities, to
prospective employers, or to others outside the university only
upon formal request by the student. Application for a transcript
should be made at least three working days before it is required.
candidate for a graduate degree, with some exceptions, is required
to submit a thesis based upon the research conducted under the
supervision of a member of the graduate faculty. Details as
to numbers of copies and arrangements for submission are given
under the appropriate degree regulations. General specifications
as to paper, format, order and binding are available from Graduate
Submission of Thesis
When the thesis, in its final form,
has been prepared after the final oral examination, the
candidate will bring two unbound copies to Graduate Program
Services. Each copy must be submitted in a separate folder
with the pages numbered and arranged in the appropriate
order. The thesis must be free from typographical and other
errors. When accepted by the dean, one copy will be retained
for microfilming and for deposit in the McLaughlin Library
after being bound. The second copy will be retained for
eventual submission to the department.
Circulation and Copying
In normal circumstances, as a condition
of engaging in graduate study in the university, the author
of a thesis grants certain licences and waivers with respect
to the circulation and copying of the thesis:
to the chief librarian
a waiver permitting the circulation of the thesis as
part of the library collection;
to the university a licence
to make single copies of the thesis under carefully
to the National Library
of Canada a licence to microfilm the thesis under carefully
is made for the circulation and the copying of a thesis
to be delayed for a period of up to twelve months from the
date of successful final examination, good cause being given.
Copies of the thesis shall have
on the title page the words "In partial fulfilment of requirements
for the degree of Master of Arts" (or Master of Science,
etc.). The International Copyright notice (© ), which
consists of three elements on the same line (a) the letter
c enclosed in a circle, (b) the name of the copyright owner
(the student) and (c) the year should appear as the bottom
line on the title page of the thesis.
Consistent with the foregoing,
the Board of Governors has established an administrative
policy on copyright. The policy statement may be consulted
in the Research Policies Handbook.
In the event that a candidate is
unable to prepare a suitable thesis, the advisory committee
will so report to the graduate faculty of the department
(the candidate will receive a copy of the report). The department
chair is responsible for ensuring that the dean of Graduate
Studies is promptly and fully informed of the circumstances.
Publications Arising from
Graduate students share with other
researchers the responsibility of disseminating information
obtained in the course of their research. Accordingly, the
university encourages graduate students to publish the results
of their research projects without undue delay. In several
departments, publication of journal articles is critical
for their research programs. Such departments may establish
procedures whereby the graduate student's advisor may arrange
for submission of journal articles based on the graduate
student's research, should the graduate student fail to
make such submissions. The procedures should be in writing
and should be made known to graduate students on entry into
misconduct is behaviour that erodes the basis of mutual trust
on which scholarly exchanges commonly rest, undermines the university's
exercise of its responsibility to evaluate students' academic
achievements, or restricts the university's ability to accomplish
its learning objectives.
The university takes a serious view of
academic misconduct and will severely penalize students, faculty,
and staff who are found guilty of offenses associated with academic
dishonesty, misrepresentation of personal performance, restrictions
of equal opportunities for access to scholarly resources, and
damage to the integrity of scholarly exchanges. The Senate of
the university has adopted a number of policies that govern such
offenses, including: the Student Academic Misconduct Policy, the
Research Misconduct Policy, and the Student Rights and Responsibilities
Regulations. These policies will be strictly enforced.
It is the responsibility of University
of Guelph students, faculty and staff to be aware of what constitutes
academic misconduct and to do as much as possible to prevent such
offenses from occurring. Furthermore, all members of the community,
students, faculty and staff have the specific responsibility of
initiating appropriate action in all instances where academic
misconduct is believed to have taken place. This responsibility
includes giving due consideration to the deterrent effect of reporting
such offenses when they do occur, making one's disapproval of
such behaviour obvious, and helping to ensure that the university
community does nothing to encourage or facilitate academic misconduct.
University of Guelph students have the
responsibility of abiding by the university's policy on student
academic misconduct regardless of their location of study; faculty,
staff and students have the responsibility of creating an environment
that discourages misconduct.
Academic Misconduct is broadly understood
to mean offences against the academic integrity of the learning
environment. This would include, but is not limited to, the following
a) Copying from or using prohibited material, including, but
not limited to, documentary, electronic or other aids not
approved by the instructor, in an assignment or examination.
b) Copying another person's answer(s) to an examination question.
c) Improper academic practices - this includes the falsification,
fabrication or misrepresentation of material, including research
results, that is part of academic evaluation, the learning
process, or scholarly exchange. This offence would include
the reference to resources that are known to not exist or
the listing of others who have not contributed to the work.
d) Plagiarism - in the sense of misrepresenting the work of
others as one's own. Plagiarism specifically can be understood
as: the act of copying, reproducing or paraphrasing significant
portions of someone else's published or unpublished material,
and representing these as one's own thinking by not acknowledging
the appropriate source or by the failure to use appropriate
quotation marks. These materials include: literary compositions
and phrasing, performance compositions, chemical compounds,
art works, laboratory reports, research results, calculations
and the results of calculations, diagrams, constructions,
and computer reports or software. Students have the responsibility
to learn and use the conventions of documentation, and, if
in any doubt, are encouraged to consult with the instructor
of the course, the academic advisor, or the department chair/director
for clarification. Instructors have the responsibility of
advising students in writing of any significant individual
interpretations of plagiarism or of any aspects concerning
paraphrasing limits or referencing formats unique to the instruction,
the discipline, or the course material.
Misrepresentation of Personal
a) Submitting false, fraudulent or purchased assignments,
research, or credentials; or the falsifying or withholding
of records, transcripts, or other academic documents.
b) Impersonation - involves having someone impersonate onself,
either in person or electronically, in class, in an examination,
or in connection with any type of course assignment or material
or availing oneself of the results of such impersonation.
Both the impersonator and the individual impersonated (if
aware of the impersonation) are subject to a penalty. In this
context, plagiarism is simply another form of impersonation
that misrepresents personal performance.
c) Submitting a false medical or compassionate certificate,
or presenting other such documentation under false pretenses.
d) Improperly obtaining, through theft, bribery, collusion
or otherwise, access to privileged information, or examination
paper or set of questions.
e) Submitting the same coursework, research, or assignment
for credit on more than one occasion without the prior written
permission of the instructors in all of the courses involved.
f) The above provisions [2(a)-(e)] are institutional requirements
that apply to all graduate and undergraduate courses, and
to the presentation of all work, including graduate theses,
submitted for academic evaluation and undergraduate or graduate
credit. In addition to these provisions, an instructor may
require that other constraints apply in the context of a particular
course. Such constraints may include, but are not necessarily
restricted to, for example, a ban on the use of writing or
editorial services, or the use of a research survey service.
In such cases, it is the responsibility of the instructor
in charge of the course to inform the students of these additional
constraints in writing on the course outline, and it is the
responsibility of the student in the course to abide by these
Damage to the Integrity
of Scholarly Exchanges
a) Altering, destroying, hiding, or generally restricting
access to academic materials intended for general use.
b) The unauthorized removal, destruction, or theft of library
and other university academic resources.
c) Inappropriate distribution of restricted material.
d) Obstructing the academic activities of others. This involves
interfering with the scholarly activities of another or altering
or falsifying the work of others, in order to harass or gain
unfair academic advantage. This includes, but is not limited
to, interfering or tampering with experimental data, with
a human or animal subject, with a written or other creation
(e.g,, a painting, sculpture, film), with a chemical used
for research, or with any other object of study.
e) Aiding or abetting academic misconduct. Knowingly aiding
or abetting anyone in committing any form of academic misconduct
is itself academic misconduct. This may include, but is not
limited to offering essays or other assignments with the intention
that these works be subsequently submitted for assessment.
Note: Many of these offences could also be viewed as
a violation of the Research Misconduct Policy, or the Student
Rights and Responsibilities Regulations. Students may also,
therefore, be subject to procedures and penalties outlined
in these policies.
If a student is found guilty of
academic misconduct, one or more of the following penalties may
Requirement for submission
of a new piece of work; partial or total loss of marks on
the exam/assignment; partial or total loss of marks for the
course in which the offence occurred;
An official warning that the
penalty for a subsequent offence will be either suspension
from the university for a period of up to two years or expulsion;
The rescinding of University-funded
scholarships or bursaries;
Suspension from the university
for a period of either one or two years. A student who wishes
to be considered for readmission after this period must make
an application that will be judged on the basis of eligibility
A recommendation for expulsion
from the university. A student who has been expelled from
the University of Guelph is not eligible for readmission to
the university for at least five years. A student who wishes
to be considered for readmission must petition the president
to have the expulsion status removed. The president will form
a hearing committee to review the case for lifting the admission
restriction. If the committee decides to remove the expulsion
status, the student who wishes to be considered for readmission
must then make an application that will be judged on the basis
of eligibility to continue. If the committee decides to leave
the expulsion status in place, the student must wait at least
another two years before submitting a new petition.
A recommendation for revocation/rescinding
of a degree. A person who is found guilty of academic misconduct
after having been approved for graduation, or after having
a degree conferred, may have the degree rescinded or revoked.
Note: The guidelines that deans consider when determining
the appropriate penalty are available on request from any
Detection and Documentation
The responsibility for preventing
and detecting academic misconduct in an examination lies with
the invigilators, although they may make use of reports from
others to assist them in detection.
In cases of suspected impersonation,
the chief invigilator shall require the student concerned
to remain after the examination until the student is satisfactorily
identified. In other cases of suspected academic misconduct,
the chief invigilator shall allow the student to complete
the examination, but may take action by either:
a) requesting that the student complete the examination in
another location or setting when it is deemed that such action
will cause the least disruption to those taking the examination;
b) confiscating the suspect material and requesting that the
student make contact with the instructor once the examination
period is over.
In any case, the chief invigilator
shall give a full report, together with any confiscated material,
to the instructor-in-charge of the course if the instructor
is not the chief invigilator. In instances of open learning
courses, the material will be submitted to the director of
Open Learning. This documentation is used in consultation
with the chair/director when preparing a formal complaint.
Term Assignments, Including
Research and Thesis Work.
The responsibility for detecting
academic misconduct on term assignments, etc., lies with the
person responsible for evaluation and discussion of the student's
work (marker), although that person may make use of reports
from others to assist in detection. Where academic misconduct
is suspected, the marker:
a) shall retain possession of suspect material; and
b) may seek to interview the student to allay suspicion or
to confirm it.
In any case, the marker shall give
a full report in writing together with any confiscated material
to the instructor-in-charge of the course, or to the advisor
of the student's work, if the instructor/advisor is not the
marker. This documentation is used in consultation with the
chair/director when preparing a formal complaint.
Cases Outside the Domain
of Examinations or Assignments.
The responsibility for detecting
academic misconduct in the context of an academic environment
that is not part of the formal examination or assignment process
must rest with the entire university community. Where academic
misconduct is suspected, but where it is unclear whether it
is directly related to a specific course, or where the specific
course is unknown, those with knowledge of an offence should
attempt to contact either the chair of the student's department,
the student's program counsellor, or the student's college
dean. If the suspected offence appears to be related to a
specific course, then the instructor of the course should
Response to Academic
Suspected Academic Misconduct
Where there is evidence of suspected
academic misconduct associated with a specific course, the
instructor-in-charge of the course should consult with the
chair/director to help determine whether the offence and the
associated evidence/documentation merit a formal complaint.
At this stage, the student is likely to be interviewed, but
there is no obligation to do so.
When it is determined that a formal
complaint is appropriate, the chair/director shall make the
complaint in writing to the dean of the college offering the
course. The complaint shall include copies of all relevant
material including a description of the method of evaluation
as described in the course outline. The dean of the college
offering the course will take the initiative in determining
whether to proceed with a complaint.
The complaint shall refer to how
the offence is or is not directly related to the assessment
format (for example, "plagiarism on the 50- per-cent term
assignment".) If the formal complaint involves a final examination
or final assignment, the grade submission for the student
shall be delayed.
In those cases where the suspected
misconduct is not directly related to a specific course, the
complaint may be made directly to the dean of the student's
Formal Complaint Procedures
for Academic Misconduct
The responsibility in all cases for
deciding whether to process the formal complaint, deem a student
guilty or not, and for determining any penalty lies jointly
with the dean of the college offering the course and with
the dean of the student's college (or the director of Open
Learning, where appropriate), acting in consultation with
the provost and vice-president (academic), and where appropriate,
the dean of Graduate Studies.
The dean of the college offering
the course shall contact Undergraduate Program Services or
the dean of Graduate Studies to ascertain if any record of
previous academic offenses exist. Either dean concerned may
seek further information concerning any reported incident
from the instructor or from any other person involved.
Should the dean(s) decide that the
evidence/documentation or the offence does not merit any further
action on behalf of the formal complaint, the dean(s) will
return the formal complaint to its source and indicate the
reasons for the return. A formal complaint not processed as
an accusation of academic misconduct by the dean(s) has no
official status as an accusation and no record of the complaint
shall be maintained.
Once the decision is made to process
the formal complaint as an accusation of academic misconduct,
the dean of the college offering the course shall interview
the student, unless the student is unavailable or unwilling.
The dean(s) may, after the appropriate
inquiry and a guilty verdict, impose one or more of the penalties
previously listed. The penalty is assessed by the dean(s)
concerned (acting jointly) in consultation with the provost
and vice-president (academic), and where appropriate, the
dean of Graduate Studies.
If the student is deemed not guilty
by the dean(s), no penalties will be assessed, no record of
the suspected offence or formal complaint will be kept, and
all parties will be informed of the final decision by the
Note: A student charged with academic misconduct in
a particular course or courses will not be allowed to drop
the course(s) in question during the period of the investigation.
If the student is found innocent of the charge, the student
may drop the course(s). If the student is found guilty of
academic misconduct and is charged with anything other than
a warning, the student will not be allowed to drop the course(s).
If the penalty selected is a warning, the student may drop
Penalty Assessment for Academic
a) Cases where expulsion is not recommended
The dean of the college
offering the course shall inform the student in writing
whether he/she has been found guilty, what penalty if
any has been assessed, and of his/her right to appeals.
The dean shall also notify
the instructor, the instructor's chair, Undergraduate
Program Services, the dean of the student's college, the
dean of Graduate Studies, and the provost and vice-president
The penalty assessed shall
stand unless the student appeals within 15 calendar days
The student may appeal
against the dean's finding of guilt or the assessed penalty.
The appeal procedure is described in the Regulations of
the Senate Committee on Student Petitions.
b) Cases where expulsion is
The dean of the college
offering the course shall inform the student in writing
and forward the matter to the Senate Committee on Student
Petitions for disposition.
At that time the student
may request a hearing of the Senate Committee on Student
If a hearing is not requested,
the Senate Committee on Student Petitions will conduct
a review and subsequently notify those individuals involved
with the case.
c) Cases where revocation/rescinding
of a degree is recommended
The dean of the student's
(or former student's) college or the director of Open
Learning shall inform the student in writing and forward
the matter to the Senate Committee on Student Petitions
At that time the student
(or former student) may request a hearing of the Senate
Committee on Student Petitions.
If a hearing is not requested,
the Senate Committee on Student Petitions will conduct
a review and make a recommendation to a closed session
of Senate, and will subsequently notify the individuals
involved with the case.
If a student is charged with academic
misconduct resulting in the dean's assignment of a penalty
that consists of the loss of marks only, the student has the
right to appeal first to the dean of his or her college. This
right need not be exercised, and the student may appeal such
a penalty directly to the Senate Committee on Student Petitions.
If a mark-only appeal is not submitted
to the dean within 15 calendar days of receipt of the notification,
the mark penalty as assessed shall stand unless it is appealed
directly to the Senate Committee on Student Petitions and
changed as a result of such an appeal.
If the student is charged with academic
misconduct, the student may submit a petition to the Senate
Committee on Student Petitions. When there is no appeal of
a mark penalty made to the dean, or when the penalties go
beyond mark penalties, then the submission of a petition is
to be made within 15 calendar days of the receipt of the initial
penalty assessment. In the case of a mark only penalty, this
petition may be made within 15 calendar days of receipt of
an appeal decision by the dean. At the time of submitting
the petition, the student may request a hearing for the next
scheduled meeting of the Senate Committee on Student Petitions.
A review by the Senate Committee
on Student Petitions involves an examination of all relevant
documents to determine the appropriateness of a dean's finding
of guilt or of the assessed penalty. In the case where a petition
is received after the 15 day limit and a mark penalty is the
only penalty assigned, the committee will seek to determine
whether the penalty was first appealed to the dean. The procedures
for conducting a review and for holding a hearing are set
out in the Regulations of the Senate Committee on Student
Following a review or hearing, the
Senate Committee on Student Petitions may take one or more
of the following courses of action:
a) confirm a finding of guilt;
b) reverse a finding of guilt (in which case no penalty shall
c) confirm a penalty;
d) assess a different penalty.
Of Academic Misconduct
Undergraduate Program Services, or the
dean of Graduate Studies, shall place in the student's file a
record of all academic misconduct for which the student is penalized.
This record shall be expunged from the student's file upon graduation,
or completion of a certificate or diploma for open learners. Students
who do not graduate from the University of Guelph or another university
may submit an appeal to the Senate Committee on Student Petitions
to have the record expunged no sooner than 5 years after the date
of last registration. Students who have graduated at another accredited
university may submit verification of graduation to Undergraduate
Program Services, Office of Registrarial Services, and have their
record expunged. The record for expulsion is permanent, unless
removed by petition to the president.
Access to the record of academic misconduct
will be limited to those involved in processing appeals and those
involved in processing additional complaints against the student.
It is normally assumed that the penalties for repeat offenders
will be more severe than those assigned for first offenses.
reassessment is the process of reviewing the calculation of
grades, or the methods and criteria used to establish final
grades, or the application of academic regulations or procedures
in course grading. The outcome of a grade reassessment may be
a grade increase, a grade decrease, or no change to the grade.
The detection of errors or omissions in the calculation of final
grades will result in the assignment of a revised grade. Students
normally initiate grade reassessments, but instructors may initiate
this process. In the event that the reassessment results in
a change in grade, the department chair may arrange for the
review of the grades of other students in the course and ensure
that other grades are changed, if necessary.
Calculation Errors or Omissions
Students who believe there have been
errors or omissions in the calculation of their final grade
for a course may request a grade reassessment. They must submit
a request in writing to the chair of the department offering
the course within 14 working days of receiving notification
of the grade. The request must pertain to work completed in
the course and must contain a statement of the specific reasons
why the grade does not adequately reflect academic performance
in the course. Students must also submit relevant assignments
or tests that have been returned to them.
The chair shall forward the student's
request to the instructor and the instructor shall respond to
the chair within one week. The instructor has the responsibility
of reviewing the appropriateness of the assigned grade in relation
to the student's work, and of ensuring that the calculation
of marks is accurate. The instructor must reply to the chair,
in writing, giving assurance that the review is complete.
If there is a change in the grade,
the chair will forward a Grade Reassessment form to the college
dean. Upon approving the grade change, the dean signs the form
and forwards it to Graduate Program Services. Graduate Program
Services will advise the student in writing of the change of
grade. If there is no change to the grade, it is the chair's
responsibility to inform the student in writing.
Methods or Criteria Used in Establishing Final Grades
The course outline distributed to the
class at the beginning of the semester defines the methods and
criteria used in establishing final grades for a course. The
methods and criteria must conform to the grading procedures
established by Senate.
A student who believes that the methods
or criteria used by an instructor in determining a final grade
are unfair, unreasonable or inconsistent with the course outline,
must request the chair of the department offering the course
to review the methods or criteria used. The student must submit
the request in writing within 14 working days of receiving notification
of the grade and must state the reasons for the request.
The chair shall attempt to resolve
the matter to the satisfaction of both parties. Both the instructor
and the chair are free to discuss the student's work with the
student or another instructor in the department, but are not
obliged to do so. The student, instructor, or chair of the department
may request an internal or external assessor who shall be identified
by mutual agreement between the instructor and the student.
If agreement as to the assessor cannot be reached within 10
working days, the chair shall notify the dean of the College,
who shall select the assessor in consultation with the parties.
If both parties are able to come to
an agreement, the chair shall prepare a statement of the agreement
to be signed by both parties. If the agreement results in a
change to the grade of the student, the chair shall send a copy
of the statement to the college dean who shall inform Graduate
If at any time the chair decides that
the matter cannot be resolved informally, he or she will terminate
all efforts at reconciliation and notify both the student and
the instructor of this decision in writing. Results of any internal
or external assessment must be included. The chair will advise
the student that an appeal can be made to the Senate Committee
on Student Petitions. The student must appeal to the committee
within 10 working days of being advised of the termination of
the chair's efforts. In cases where the student, instructor,
or chair of the department has requested an internal or external
assessment of the student's work, the materials submitted to
the Petitions Committee must include a copy of the internal
or external assessment obtained by the chair.
Misapplication of an Academic Regulation or Procedure
Students who believe that the misapplication
of an academic regulation or procedure has affected their final
grade in a course, must discuss their concern with the instructor.
If the concern is not resolved to their satisfaction they may
submit a complaint in writing to the chair of the department
offering the course within 14 working days of receiving notification
of the grade.
If the chair has reason to believe
that the instructor has not adhered to the grading procedures
established by Senate or other academic regulations of Senate,
the chair will consult with the faculty member and, if necessary,
the college dean, to resolve the matter. If the matter cannot
be resolved the chair will advise the student that the student
can appeal to the Senate Committee on Student Petitions within
10 working days.
it is necessary for action to be taken with respect to unsatisfactory
performance by a graduate student, the following process applies.
The advisory committee makes a recommendation to the department
graduate studies committee which forwards a recommendation to
Graduate Program Services. The dean of Graduate Studies ensures
that the student is aware of the department's recommendation
and is offered the opportunity to make a submission. The recommendation
of the department and any submission from the student are considered
by the Admissions and Progress Committee of the Board of Graduate
Studies. The Admissions and Progress Committee makes a decision
on behalf of the Board of Graduate Studies.
At any stage of the above process,
a graduate student may request a reconsideration. It is hoped
that communication with the advisor, the chair of the departmental
graduate studies committee and the Admissions and Progress Committee
will be forthright and constructive.
may arise in a graduate student's program where requests for
changes are considered by the Admissions and Progress Committee
of the Board of Graduate Studies. Examples are requests for
extended leaves of absence and requests for the removal of course
records. In the event of a negative decision, the graduate student
may, within 14 days of notification of the decision, request
re-evaluation by the Admissions and Progress Committee. Such
a request should be accompanied by any information not previously
available to the committee. If the negative decision is maintained,
the student may, within 90 days of notification of the decision,
appeal to the Senate Committee on Student Petitions. The decision
of the Senate Committee on Student Petitions is final.
In the event of a decision by the Admissions
and Progress Committee that the student be required to withdraw,
the graduate student may, within 90 days of receiving notification
of the decision, appeal to the Senate Committee on Student Petitions.
Details concerning appeals may be obtained from the secretary
of Senate. The decision of the Senate Committee on Student Petitions
in Graduate Courses
exceptional circumstances a senior registered undergraduate
student may take a graduate course with the permission of the
chair or director of the academic unit offering the course and
the permission of the course instructor. The graduate course
may be used as credit toward an undergraduate honours degree,
with the permission of the chair of the department responsible
for the undergraduate program. The course may not be used as
a credit toward a future graduate program at the University
course of completing their degree requirements, undergraduate
or graduate students may discover, or help discover, technology
which might be patentable and/or have the possibility for commercial
development. Any students who suspect this might be the case
should, without delay, contact their research advisor, if appropriate,
and the Office of Research. Although the rights to such inventions
are owned by the university, a student who is an inventor or
co-inventor would share in any revenues earned by the invention
according to the university's Inventions Policy.
The Office of Graduate Studies has
attempted to ensure the accuracy of this on-line Graduate Calendar.
However, the publication of information in this document does not
bind the university to the provision of courses, programs, schedules
of studies, fees, or facilities as listed herein. Other