Scheduling Within the First Two Years for Students Entering the Program at the M.Sc. Level
- The supervisory committee must be selected as soon as possible after joining the permanent lab. All supervisory committees must be approved by the Graduate Coordinator (see Supervisory Committee Composition on page 6).
- After the Graduate Coordinator approves (or adjusts the composition of) the committee, the student must contact committee members to set up the first committee meeting. The first committee meeting must take place before March 15 (July 15 for students admitted in January) of the first year in the program. As soon as this meeting is scheduled, the Graduate Administrator must be informed of the date, time, and location of the meeting.
- At the end of the first committee meeting, or within one business day after the first committee meeting, the student must schedule a second committee meeting. This meeting MUST take place before the end of October (February for students admitted in January) of the first year in the program. The exact date and time of the second committee meeting must be included on the report from the first committee meeting or must be arranged and communicated to the Graduate Administrator within one business day of the first meeting. To aid in scheduling committee meetings, committee members should be asked to bring their calendars to the committee meeting. If this is not possible, then they must be contacted immediately after the meeting to arrange the second meeting.
- At the end of the second committee meeting the prereclassification committee meeting must be arranged in the manner described in (3) above. This must take place before the end of March (June for students admitted in January) of the second year in the program. The Department will arrange for a Steering Committee member to attend this meeting once it has been scheduled.
- The reclassification exam will be scheduled by the Department and will occur within the last three weeks of May (August for students admitted in January) of the second year in the program.
Scheduling Within the First Two Years for Students Entering the Program at the Ph. D. Level
Students who have already obtained an M.Sc. degree from another, recognized Canadian university or another department at the University of Toronto enter our program as Ph.D. students. The committee meeting schedule for these students is the same as for students entering the M.Sc. program. The only difference is that Ph.D. students will take a Qualification Exam instead of a Reclassification Exam. The deadlines, procedures, and evaluation of the Qualification Exam are the same as for the Reclassification Exam.
Scheduling for All Students after the First Two Years
After a student has reclassified or qualified, he/she must have at least one supervisory committee meeting per year (this is an SGS requirement). More frequent meetings will occur if the supervisory committee determines it necessary. Although the timing of committee meetings is monitored by the Department, it is the student's responsibility to schedule these meetings. The procedure to follow for scheduling these subsequent committee meetings is:
- Whenever possible, a student receives a reminder e-mail that a committee meeting is necessary within the next two months.
- Upon receipt of the reminder, a student should immediately e-mail the committee members to ask when they are available to have a meeting. You should also cc this message to the Graduate Administrator. Upon obtaining the committee member responses, the student determines a time and place that is mutually agreeable. Once these arrangements have been finalized, the student informs the Graduate Administrator. A copy of the formal notice of the committee meeting is kept in the student's file. The student is responsible for sending a reminder and his/her report to all committee members three business days before the meeting.
- Professors have been informed that they are expected to respond to the student’s e-mails as soon as possible and certainly within a few days. However, we realize that some professors may not respond in a timely manner. If a professor does not respond to a student’s e-mail within four days, the student should send an e-mail reminder. If no response to the reminder is received within three days, the student must inform the Graduate Administrator and the Graduate Coordinator. The Graduate Coordinator then contacts the professor(s).
Scheduling and Procedure for Students Completing the M.Sc. Degree
A student in the M.Sc. program who is not reclassifying must have a third committee meeting before the end of June of their second year (this might be his/her fourth committee meeting if there was a prereclassification meeting). At this meeting, a clear plan should be agreed upon for the completion of the degree program. In particular, remaining experiments that must be completed should be explicitly described on the Supervisory Committee Evaluation Report; these remaining experiments should not take more than six months to complete. A final committee meeting must be held no more than six months later. All experiments should have been completed by this time. At this meeting, the student presents the outline of his/her thesis and receives permission to write. An M.Sc. Terminal Committee Meeting Report (available on the Departmental web site) is filled out at this time in addition to the regular Supervisory Committee Meeting Evaluation Report. If experiments have not been completed, the Evaluation Report must include a clear explanation for the delay. A concise timeline for completion must also be included. Further failure to meet the deadlines of the committee will warrant intercession by the Graduate Coordinator.