SGS Governing Principles (as of Dec 10, 2012)

VI. Graduate Program Committees

Membership of Graduate Program CommitteesDuties and Responsibilities of Graduate Program Committees

For each graduate program there shall be a Graduate Program Committee (GPC) for the general supervision of the program, which acts on delegated authority from Graduate Council. Current GPCs include: PhD Program Committee; Graduate Programs in Education Committee; Management Graduate Programs Committee; MA Program Committee; MFA / MMus Program Committee; and MSc Program Committee.  Graduate Council may approve additional GPCs as needed.  The School of Graduate Studies determines the membership process for each program committee.

  • Annually, normally at the May meeting, Graduate Council appoints from among the membership of the School of Graduate Studies such members to all GPCs as are required, subject to terms of appointment approved by GFC.  Appointments may be made at alternate times throughout the year in order to accommodate unexpected vacancies.
  • The Executive Committee of Graduate Council shall serve as the nominating committee for membership on all GPCs, including the position of program chair.  Nominations for membership on GPCs will come to Graduate Council for approval, at which time further nominations from the floor may be requested.  In cases where there are multiple nominations for a single position, Graduate Council will vote, and the nominee with the greatest number of votes will be appointed to the position.
  • In the cases of the Management Graduate Programs and the Graduate Programs in Education committees, the Dean of the Faculty will forward to the Dean of the School of Graduate Studies a list of recommended nominees to fill the vacancies in membership of the relevant GPCs by March 1.  The Dean of the School of Graduate Studies shall forward recommended nominees to the Executive Committee of Graduate Council.
  • Where Health Sciences representation is required on the MSc program committee, the Dean of the Faculty of Health Sciences will forward to the Dean of the School of Graduate Studies a list of recommended nominees to fill the vacancies in membership by March 1.  The Dean of the School of Graduate Studies shall forward recommended nominees to the Executive Committee of Graduate Council.
  • For membership on the MA, MSc, MFA/MMus, and PhD program committees, the Chair of the relevant program committee will forward to the Dean of the School of Graduate Studies a list of recommended nominees to fill the vacancies in membership by March 1.  The Dean of the School of Graduate Studies shall forward recommended nominees to the Executive Committee of Graduate Council.
  • Program committees should be staffed, to the extent possible, with members who represent the various disciplines where the degree program is offered.  Thus, GPCs and Faculties are to consider the issue of representation when generating a list of recommended nominees for consideration by the Executive Committee.
  • Appointments to GPCs shall normally be two years in duration, except in cases where a member is appointed to fill an unexpected vacancy of an existing appointment.  Terms of committee members’ appointments should be staggered.
  • Each GPC will have a Program Committee Chair.  In the case of the Management Graduate Programs Committee, the position of Program Committee Chair is normally associated with the role of Director, Management Graduate Programs.  In the case of Graduate Programs in Education Committee, the position of Program Committee Chair is normally associated with the role of Assistant Dean, Graduate Programs in Education.  In the cases of the MA, MSc, PhD, and MFA/MMus programs, the program committees will forward a list of recommended nominees for the position of Program Committee Chair to the Dean of the School of Graduate Studies. The Dean of the School of Graduate Studies shall forward recommended nominees to the Executive Committee of Graduate Council.
  • All GPC members are voting members, including the Chair.   
  • The Dean of the School of Graduate Studies is an ex officio member of each GPC. 
  • GPC meetings are to be conducted according to Robert’s Rules of Order.

Membership of Graduate Program Committees

  • Program Committee Chair.
  • Three faculty members who are jointly members of the School of Graduate Studies and the Faculty/Faculties where the program is delivered, appointed by Graduate Council.
  • One member of the School of Graduate Studies who is not a member of the Faculty/Faculties where the program is delivered, appointed by Graduate Council.
  • The Dean of the School of Graduate Studies, ex-officio.

For the Management Graduate Programs committee and the Graduate Programs in Education committee, at most an additional two representatives of relevant professional bodies external to the University, recommended by the Faculty/Faculties where the program is delivered and approved by Graduate Council.

Duties and Responsibilities of Graduate Program Committees

Each of the GPCs, or by delegated authority to the Program Committee Chair, is responsible for the general supervision of its program, including:

  1. Reporting to Graduate Council on all matters related to its operation, at least annually.
  2. Recommending to Graduate Council policy and program changes.
  3. Recommending to the appropriate bodies on graduate scholarships, assistantships or awards.
  4. On delegated authority from Graduate Council, providing for the admission of students to the School of Graduate Studies, subject to the admission standards and policies determined by GFC.
  5. Awarding credit for any previous courses and/or graduate work.
  6. Recommending to the Dean of the School of Graduate Studies on student admissibility.
  7. On delegated authority from Graduate Council, providing for the appointment of examiners for examinations in the School of Graduate Studies, the conduct of examinations and the determination of the results of them. 
  8. Reviewing and recommending where necessary to the Dean of the School of Graduate Studies on students’ progress and standing.
  9. Approving, reviewing and, where necessary, changing individual student programs.
  10.  Reviewing and approving the composition of and/or changes to the composition of students’ supervisory committees.
  11. On delegated authority from Graduate Council, determining the conditions under which a student must withdraw from or may continue his/her program of studies in the School of Graduate Studies.
  12. Recommending graduands to the Executive Committee of Graduate Council for Graduate Council approval.
  13. Hearing student appeals of an academic nature, with the exception of grade appeals.  Appeals heard by the graduate program committee include appeals related to: the outcome of a thesis defence, the outcome of a comprehensive examination, the outcome of a transfer examination, or student progress and standing.