Immunology Graduate Program - 2

                                IMMUNOLOGY GRADUATE Program

1.     GENERAL INFORMATION

...
Immunology Graduate Program - 3

2.    ADMINISTRATION OF THE GRADUATE PROGRAM IN IMMUNOLOGY

The Graduate Program in Immun...
Immunology Graduate Program - 4

2.2    Responsibilities of the Immunology Graduate Committee.

The mission of the GEC is ...
Immunology Graduate Program - 6

2.3    Responsibilities of the Chairperson of the Graduate Education Committee*.

The Cha...
Immunology Graduate Program - 7

3. POLICIES AND PROCEDURES OF THE GRADUATE PROGRAM IN IMMUNOLOGY

The policies and proced...
Immunology Graduate Program - 8


Information is also available on Internet at http://www.im.ucalgary.ca/

Completed appli...
Immunology Graduate Program - 9

January should have all documents sent to the Medical Science Office by September 30. Tho...
Immunology Graduate Program - 10

of any previous supervisory experience. Supervision of a PhD student requires the prior ...
Immunology Graduate Program - 11

(c)    Assessing the student's progress in course work and research through meetings at ...
Immunology Graduate Program - 12

3.8.2 Courses taken while the student is an unclassified student cannot be used as credi...
Immunology Graduate Program - 13

(b)    The composition of the candidacy committee will be the same as the supervisory co...
Immunology Graduate Program - 14

each examiner is required to submit, within 24 hours, an appraisal of the overall examin...
Immunology Graduate Program - 15

Report" form. It is the responsibility of the student to distribute these forms to exami...
Immunology Graduate Program - 16


Further steps in the procedure for Printing and Binding are clearly outlined in section...
Immunology Graduate Program - 17

c.     The academic faculty associated with the Immunology Research Group will meet twic...
Immunology Graduate Program - 19



                                            Appendix 1

Responsibilities of the Resear...
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IMMUNOLOGY GRADUATE P rogram 1. GENERAL INFORMATION 1.1

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IMMUNOLOGY GRADUATE P rogram 1. GENERAL INFORMATION 1.1

  1. 1. Immunology Graduate Program - 2 IMMUNOLOGY GRADUATE Program 1. GENERAL INFORMATION 1.1 An overview of the Immunology Research Group, Faculty of Medicine Graduate student supervision leading to either an M.Sc. or a Ph.D. in Medical Sciences is offered by the Immunology Research Group (IRG) of the Faculty of Medicine. The Immunology Research Group serves the crucial function of focusing and facilitating immunological research and training at The University of Calgary. Immunological research is a major horizontal theme in the Faculty of Medicine. In addition to the IRG, six of the fourteen other laboratory-based Research Groups in the Faculty of Medicine include immunologists amongst their members. Many of these individuals are also associate members of IRG. Thus, IRG helps to link immunologists scattered around the Health Sciences Center, the Heritage Medical Research Building, the Foothill's Hospital and the main campus. The links between immunologists are initiated by business meetings, a seminar series and journal clubs, a biannual immunology conference, four graduate courses as well as many collaborative projects. The Immunology Research Group is multidisciplinary, comprised of 12 Full and 2 Adjunct Members who are located in adjacent laboratories. In addition there are 8 Associate Members of the IRG with labs in other research groups. The total of 22 faculty and a djunct faculty are members of various basic and clinical departments, including Medical Biochemistry, Cell Biology and Anatomy, Physiology and Biophysics, Microbiology and Infectious Diseases, Pathology, Medicine, Clinical Neurosciences and Pharmacology. In addition there are 15 postdoctoral fellows, 25 graduate students and 30 support staff (technicians and secretaries). The core of the IRG occupies approximately 8,000 sq. ft of adjacent laboratories including common facilities (dark room, flow cytometry facility, reading room) on the first floor of the Health Sciences Center. There are two core themes of research in the Immunology Research Group. • Development and physiology of cells of the immune system. The projects in this theme focus on lymphocytes, neutrophils, macrophages and mast cells, particularly their development, phenotypic and functional characterization, signal transduction events, activation and effector mechanisms. A strong theme is in the area of cell-cell interactions, and in particular the role of adhesion molecules. • Immunologic mechanisms in disease and the inflammatory process. These projects are aimed at understanding the immunologic defenses against autoimmune diseases (e.g. lupus, diabetes, multiple sclerosis), potential pathogens (e.g.. parasites, bacteria, viruses) and tumors. In the generation of these defenses there can be significant inflammation. Projects focus on the causes and the modulation of inflammation. Immunological processes are central to the etiology and/or pathogenesis of many of the diseases that are the focus of research in the Faculty of Medicine. The diversity of research activities of the IRG spans most of the major areas of immunological research and this would afford the students in the Immunology Program an exceptional opportunity to train in a specific area yet still gain a broad understanding of immunology.
  2. 2. Immunology Graduate Program - 3 2. ADMINISTRATION OF THE GRADUATE PROGRAM IN IMMUNOLOGY The Graduate Program in Immunology is to be administered by the Graduate Education Committee (GEC). 2.1 Composition of the Graduate Education Committee. The Committee, of five individuals with equal voting rights, will consist of the following: (a) Chairperson. The Chairperson, GEC, will be appointed by the Associate Dean of Graduate Science Education, based on the recommendation of members (full and associate) of the Immunology Research Group. The Chairperson, GEC, could be either a full or an associate member of IRG. The recommendation of the Research Group needs initial approval from the major Department Head of the nominee. The term of appointment for the Chairperson will be for three years and is renewable. The Chairperson, GEC, will be responsible for the administration of all aspects of the graduate Program and will sign as the Head of the Research Group on all forms pertaining to student registration and progress and other documents related to the graduate program. The Chairperson will also represent the Immunology Graduate Program on the Medical Science GEC. (b) The chairperson of the Immunology Research Group will automatically be a member of the Committee (See Appendix 1). If the Chairperson of the IRG is also the Chairperson of the GEC, another full or associate member of IRG will be appointed to the committee. (c) One full member elected from within the Immunology Research Group. The appointment will be for three years and is renewable. (d) One associate member elected from within the Immunology Research Group. The appointment will be for three years and is renewable. (e) A graduate student representative elected by graduate students from within the Immunology Graduate Program. The term would be for one year and could be renewed. The committee will have appropriate representation from both genders and from the full and associate members of IRG
  3. 3. Immunology Graduate Program - 4 2.2 Responsibilities of the Immunology Graduate Committee. The mission of the GEC is to ensure that the Immunology Graduate Program and its students attain consistent and high standards. The specific functions include: (a) Publicising the Immunology Graduate Program aimed at recruiting high quality students. (b) Reviewing applications, selecting students and making recommendations to the Faculty of Graduate Studies on student admission into the Graduate Program. Ensuring that the minimal requirements are met before admission to the program. (c) Ensuring that the applications are available for perusal by prospective supervisors. (d) Liaising with incoming students on selection of supervisors and advising on course requirements based on the student's background and the proposed area of research. (e) Ratifying decisions concerning transfer of students from the M.Sc to Ph.D program. (f) Ensuring that each student presents one or more seminars every 12 months and participates in the Immunology Journal Club. Attendance at Immunology Research Group Seminars is expected. (g) Reviewing and, if necessary, revising calendar entries and information pertaining to the Immunology Graduate Program. (h) Monitoring enrolment and advising the Immunology Research Group if the expectations of general training are not being met. (i) Recommending, via the GEC Chairperson, to the MDSC GEC whether a student, whose performance is unsatisfactory, should remain in the program, based on information provided by the student, supervisor and the supervisory committee. (j) Encouraging and promoting new members of the Immunology Research Group to supervise incoming students and facilitating their appointment to supervisory committees. (k) Liaising with the Immunology Research Group on the assignment of available desks to students. (l) Monitoring the courses offered in immunology and where appropriate initiate new graduate courses or modify existing courses in immunology. To fulfil the above responsibilities and ensure appropriate quality control in the Immunology Graduate Program, the GEC will meet at least once per month, or more frequently as needed. * Allocation of graduate research scholarships and other student financial support shall be determined by the MDSC GEC.
  4. 4. Immunology Graduate Program - 6 2.3 Responsibilities of the Chairperson of the Graduate Education Committee*. The Chairperson will be responsible for the day-to-day administrative duties pertaining to the Immunology Graduate Program. These will include: (a) Dealing promptly with applications and enquiries from prospective students. (b) Admissions. (c) Recommending supervisors to incoming students. (d) Responsibilities for all communications between supervisors and supervisory committees and the MDSC GEC. (e) Monitoring the progress of individual students through annual reports submitted by the supervisory committee. (f) Attending or having representation on the MDSC GEC and reporting to that committee all relevant decisions of the Immunology GEC. (g) Liaising with the MDSC GEC. * All active files of students registered in the Immunology Graduate Program shall be maintained in the MDSC office.
  5. 5. Immunology Graduate Program - 7 3. POLICIES AND PROCEDURES OF THE GRADUATE PROGRAM IN IMMUNOLOGY The policies and procedures described below conform to the minimal requirements established by the Faculty of Graduate Studies as described in the University of Calgary Calendar and the Faculty of Graduate Studies Handbook of Supervision and Examination as detailed in the Handbook of the Medical Sciences Graduate Education Program. 3.1 Admission Requirements and procedures Admission to the Immunology Graduate Program is granted by the Faculty of Graduate Studies, based on the recommendation of the Chairperson, GEC. The minimum qualifications required for admission are: (a) A baccalaureate degree or its equivalent from a recognised institution with a minimum grade point average of 3.2 (on a 4-point system; approximately equivalent to a B+) on the work of the last two undergraduate years. Students with a GPA of less than 3.2 who wish to enter the Immunology Graduate Program will be encouraged to undertake an additional year of training as an "unclassified" student in Graduate Studies in the Medical Sciences Program in order to raise their GPA to an acceptable level. Any student who intends to upgrade should discuss their plans with the Chairperson, GEC who will ensure that the proposed program will provide an appropriate test of whether the student has the potential to handle the full work load of research and coursework associated with a Graduate Program in Immunology. (b) Proficiency in the English language. The Test of English as a Foreign Language (TOEFL) is required from applicants whose native language or language of instruction in the institution from which they obtained their degree was not English. Minimum acceptable score is 550. (c) Endorsement by the Chairperson, GEC, that the applicant is acceptable and that adequate supervision of the proposed program is available. (d) An undergraduate course in immunology (CMMB 427, or equivalent) will be a prerequisite. It will be possible for a student to take MDSC 639.01 during the first year of their program if they do not have an appropriate prerequisite course. 3.2 Application forms and other information Application forms, information booklets and a University calendar may be obtained from: Chairperson, Immunology Graduate Program Health Sciences Center The University of Calgary 3330 Hospital Drive N.W. Calgary, Alberta T2N 4N1.
  6. 6. Immunology Graduate Program - 8 Information is also available on Internet at http://www.im.ucalgary.ca/ Completed applications should be submitted to: The Associate Dean (Graduate Sciences Education) Health Sciences Center 3330 Hospital Drive N.W. Calgary, Alberta T2N 4N1 3.3 Process involved in the screening of applications by Immunology GEC (a) Initial screening of applications by the Chairperson, GEC, who will use an average GPA in the final two years of 3.2 as a general guideline. Interviews are recommended but not required. Applications from individuals with inadequate GPA's will be terminated at this stage by returning the file to the Graduate Sciences Education Office with a negative recommendation regarding entry to the Immunology Graduate Program. (b) Applications which pass the initial screening will be circulated to prospective supervisors. This process will be facilitated if the applicant clearly states the area of specialisation and indicates if he/she has communicated directly with any Faculty member regarding potential supervision of their graduate program. If no member of the Immunology Research Group expresses an interest in supervising the applicant, the file will be returned to the Medical Sciences Office with a negative recommendation. These applications will then be circulated by the Associate Dean of Graduate Science Education to other appropriate Graduate Education Programs in the Faculty of Medicine, in an attempt to find a suitable supervisor for the student. (c) Admission of students into the Immunology Graduate Program is conditional on receipt of internal or external financial support; sources of financial support are outlined in the Awards Guide of the Red Brochure of the Medical Sciences Graduate Education Program. Exceptions can be made for self-funding following approval of the Immunology GEC and the Associate Dean of Graduate Science Education. (d) Final decisions regarding admission, supervision and financial support will be made by the GEC after input has been received following circulation of the application. The recommendation of the GEC will be forwarded to the Faculty of Graduate Studies via the Associate Dean of Graduate Science Education.. 3.4. Timing of registration The normal dates for first registration in the Immunology Graduate Program are as for the Faculty of Graduate Studies and are listed in the Academic Schedule for January, May, July and September. A continuous standing in the program requires an annual registration; failure to re-register will result in withdrawal of the student. It is the responsibility of the student to ensure that the registration is completed by the deadlines outlined in the calendar of the Faculty of Graduate Studies. Students applying to enter in
  7. 7. Immunology Graduate Program - 9 January should have all documents sent to the Medical Science Office by September 30. Those applying for May admission should have all documents sent by January 31. Applicants for July admission should have everything in by March 31, and students applying for September admission should have all documents in by May 31. Early application is encouraged as this will facilitate decisions regarding the application for scholarship support from external granting agencies; many agencies have application deadlines in early winter. 3.5 Supervisors The selection of a supervisor by a graduate student (or vice versa) represents a major decision. New graduate students need not necessarily decide on a supervisor when initially admitted to the program. These students will enter a rotation program that would involve spending one month in each of two or three laboratories of IRG faculty who are willing to commit in the future to becoming that students full-time supervisor. During this period the student will receive training in the use of common immunological methods and gain an understanding of the nature of the research in each laboratory. This program will be in the form of independent study taken for credit (MDSC 755). At the end of the rotation period, the student, in consultation with potential supervisors and the GEC, will make a decision on a permanent supervisor. This program will permit the incoming students to learn a variety of different skills in different laboratories before making a final choice on their research project. The selection of the supervisor should be by mutual agreement between the student and the faculty member concerned, and must be recommended by the Chairperson, GEC, and approved by the Dean of the Faculty of Graduate Studies. The Chairperson, GEC, will make a recommendation on the suitability of the supervisor based on the following criteria: (a) The supervisor will ordinarily be a full, associate or adjunct member of the Immunology Research Group. A non-member of the Immunology Research Group could supervise a student in the Immunology Program at the discretion of the GEC. (b) The supervisor must have a history of productive and active research and hold suitable levels of funding with a duration long enough to support the graduate student's research activities. (c) The supervisor must make the appropriate time commitment to assure the training of the graduate student. (d) The supervisor must fall within one of the categories formulated by the Faculty of Graduate Studies. A new faculty member must normally have participated in a supervisory committee before he/she is acceptable for the first supervisory role of an MSc student The recommendation of an individual to the Dean of the Faculty of Graduate Studies to act for the first time as a supervisor will require a curriculum vitae, plus details
  8. 8. Immunology Graduate Program - 10 of any previous supervisory experience. Supervision of a PhD student requires the prior supervision of a student(s) at the MSc level and the participation on a PhD supervisory committee. (e) Consent of the appropriate Department Head regarding an individual assuming a supervisory role must be obtained. Individual supervisors must ensure that adequate provision has been made for the continuous supervision of their graduate students during absences such as sabbatical leave. The GEC will oversee the relationship between the permanent supervisor and the graduate student. Should the student and supervisor not remain compatible after an initial period, the GEC will assist the student in finding and selecting an alternative supervisor. 3.6 Supervisory Committees The supervisory committee is established to monitor the graduate student's program and represents the first level that ensures a consistent and high quality of the student's program (the second level being that of the GEC). 3.6.1 Every graduate student must have a supervisory committee named within 6 months after initial registration in the Immunology Graduate Program. 3.6.2 Composition of the supervisory committees (a) M.Sc. - Supervisor plus two faculty members. One of the committee must have completed the supervision of an M.Sc student. (b) Ph.D - Supervisor plus three faculty members, at least two members should be from the Immunology Research Group. At least two members must have completed the supervision of a doctoral graduate. The final composition of the supervisory committee must be approved by the Dean of the Faculty of Graduate Studies based on recommendations by the Chairperson, GEC. Submissions for approval are made on the "Recommendation for Approval of Supervisor and/or Supervisory Committee" form. The chairperson of the supervisory committee shall normally be the person by whom the student is being supervised. 3.6.3 Functions of supervisory committee (a) Approval of the student's program with respect to course requirements. (b) Approval of the student's research proposal, which should be submitted within 12 months of registration in the program.
  9. 9. Immunology Graduate Program - 11 (c) Assessing the student's progress in course work and research through meetings at least once each year. Determine the level of knowledge of the student at each meeting by questions aimed at testing knowledge both in the specific area of research and also in the broader areas of immunology as well as biomedical sciences. These meetings should be minuted by the supervisor and signed by all parties with respect to accuracy. Copies should be added to the student's record held by the Chairperson, GEC. (d) Provision of ongoing critical evaluation and encouragement in the scholarly activities of the student, in particular if a student is falling below an acceptable standard. This should be made clear as early as possible to the student (and the GEC) and steps should be taken to remedy this. If the student continues to make unsatisfactory progress they may be asked to withdraw from the program. 3.7 Research Proposal. A research proposal must be prepared by every graduate student within 12 months after initial registration and should consist of the following: (a) Information obtained from the scientific literature including a critical evaluation of previous work that forms the background of the proposal. (b) A statement of objectives of the proposed research program. (c) A statement of the methods to be used in the research program. (d) Some indication of the expected results of the research and their significance. The length of the proposal should not exceed twenty double spaced pages excluding references. The proposal should be presented to the supervisory committee and once approved should be submitted to the Chairperson, GEC, to be held in the student's record. The student should be informed in writing by the Chairperson, GEC, of the acceptability of the research proposal, with, if necessary, any suggestions for minor improvements. Any subsequent changes to the research proposal can be added as an addendum to the students file with the GEC. 3.8 Program Requirements. 3.8.1 The minimum course requirement is two half courses for an MSc and three half courses for a PhD. MDSC 639.02 is compulsory for all students in the Immunology Graduate Program. The amount of additional course work, if deemed necessary, is determined by the supervisor, the supervisory committee and the GEC.
  10. 10. Immunology Graduate Program - 12 3.8.2 Courses taken while the student is an unclassified student cannot be used as credits in either MSc or PhD programs. Each graduate student is required to participate in the seminar program run by the Immunology Research Group. This will entail the annual presentation of a 30 - 50 minute seminar, attendance at the weekly seminars, a presentation to the journal club and in the last year of the student's degree, the thesis project must be presented around the time of the defence. 3.8.3 In addition to the different course requirements it is expected that PhD students will attain a higher level of academic achievement in terms of demonstrating clear, independent thinking, critical analysis, overall knowledge of their field, the ability to initiate and develop a research proposal and ultimately making a significant contribution to their field of research. 3.9 Change from M.Sc to Ph.D. Exceptional students registered for the M.Sc degree may request to change their registration status to that of a Ph.D candidate. Transfers will require written recommendations from each member of the supervisory committee to the Chairperson, GEC. The student will give a seminar to IRG including the members of the Immunology GEC on his/her progress and future research plans. The student's academic record, the letters from the supervisory committee, and their performance in the seminar will be considered in making a decision to recommend a transfer into a Ph.D. program. If the transfer is approved the Chairperson, GEC, will send a written recommendation to the Dean of the Faculty of Graduate Studies. A revised or new research proposal should be presented to the supervisory committee before the transfer has occurred. In the event that the GEC does not agree with the recommendation of the supervisory committee there will be a joint meeting between the supervisory committee and the GEC to discuss the issue. The final decision will be made by the GEC. 3.10 Faculty Examinations Attendance at faculty examinations is restricted to those individuals identified in the Notice of Oral Examination. Oral examinations should not normally exceed two hours duration. To ensure quality control and consistency, all candidacy and thesis examinations will be chaired by the Chairperson, GEC. If the Chairperson is unable to attend or is the supervisor of the student, another member of the GEC will act as chairperson of the examination committee. 3.10.1 Candidacy Examination (Ph.D candidates only). The rules for candidacy exams follow those outlined by the regulations of the Faculty of Graduate Studies. The main points are: (a) Students must attempt this examination no later than 28 months after initial registration in a PhD program and after 36 months when the student has transferred from an MSc program.
  11. 11. Immunology Graduate Program - 13 (b) The composition of the candidacy committee will be the same as the supervisory committee plus two individuals. One of these individuals must be from outside of the Immunology Research Group. The Chairperson of the Immunology GEC, or delegate, shall be the chair of the committee. (c) Notice of candidacy oral and a Program clearance memo must be submitted by the Chairperson, GEC, to the Faculty of Graduate Studies at least four weeks prior to the scheduled date of the candidacy oral examination. This clearance memo indicates that the candidate has satisfactorily completed all course work requirements and that the student is sufficiently qualified to proceed to the matter of thesis composition upon successful completion of the oral candidacy examination. (d) Written candidacy examination. The candidacy committee should meet six weeks prior to the examination to set 4 written questions, of which three must be answered. It is the responsibility of this committee to determine what is relevant and appropriate for the particular student. The student will be expected to have a broad knowledge of biomedical sciences and immunology in particular. The candidate should be immediately informed of the expected specific area of expertise once this has been approved by the supervisory committee. At least one question will be presented as a research problem with an answer in the form of a research proposal. Another question will be in the form of a critique of a research publication. It should include an in depth discussion of the background to the paper, the hypothesis, the rationale, the appropriateness of the methodology used, the results and the interpretation of the results in the discussion, the significance of the research relative to what has been done in the field, and potential future studies. The student is expected to answer the questions that are in the form of a grant application and a critique of a paper. The other two questions will be in the form of a review of a particular area of research. The student will answer one of these two questions. The questions should be specific so that the student should have the opportunity to answer in depth. The student will prepare a written paper for each of the examination questions and circulate the papers to all examiners one week prior to the exam deadline. A total of 3 weeks is available for the preparation of the 3 written responses. The length of each response should not exceed 20 double spaced pages exclusive of references. (e) Oral examination. A student will be examined orally by the candidacy committee one week after the submission of the answers to the written candidacy exam. Examiners should take turns so that each has an opportunity to ask at least one question of the candidate. The written responses may serve as the basis around which questioning of the oral examination could be structured, although questions relating to other areas of science contingent upon the subject matter should also be included. It is essential that the candidacy committee evaluate the student's background as it impinges upon the specific topics presented in the responses although knowledge of broad areas of immunology and science in general must also be tested. (f) Post-oral examination procedures. A provisional vote without discussion must first be taken. The result of the oral candidacy examination must be either pass or fail and all examiners must sign the appropriate report form. In the event of a fail, the committee must recommend either that the student be required to retake the candidacy examination or withdraw from the Immunology Graduate Program. In the case of fail
  12. 12. Immunology Graduate Program - 14 each examiner is required to submit, within 24 hours, an appraisal of the overall examination performance of the candidate for submission to the Dean of Faculty of Graduate Studies. Only one retake is permitted. The re-examination should take place no sooner than two months and no later than six months from the date of the first candidacy examination. Candidacy committees formed to re-examine a student who has failed must not be identical to the committees which recommended re-examination. In the event that the examiners fail to achieve unanimity, each examiner is required to submit, within 24 hours, an appraisal of the overall examination performance of the candidate for submission to the Dean of Faculty of Graduate Studies. 3.10.2 Thesis Examination Details can be found in the relevant Manual of the Faculty of Graduate Studies, the major points include: (a) Examining Committees. M.Sc: Thesis examining committee will be composed of the supervisory committee plus one individual who should be from outside the Immunology Research Group. Ph.D: The thesis examining committee will be the supervisory committee plus two other examiners, one from outside the Immunology Research Group and the other external to the University of Calgary. (b) External examiner: Recommendations for external examiners should be made at least 8 weeks before the date of the final examination. (c) The recommendation from the Chairperson, GEC, concerning the composition of a thesis examining committee must be submitted to the Dean of the Faculty of Graduate Studies for an approval at least four weeks before the scheduled date of the examination. (d) A graduate program clearance memorandum must accompany the notice of oral examination. This form must be sent by the Chairperson, GEC, to the Dean of the Faculty of Graduate Studies indicating the proposed time and place of examination, the names of the examining committee and the title of the thesis. This notice must be signed by the Chairperson of the examining committee and the Chairperson, GEC, and must be initialled by the student to indicate their agreement of the Committee and the time of examination. The clearance memo is designed to ensure that student has cleared all Immunology Graduate Program requirements before presentation of the thesis and its defence. (e) Conduct of the Thesis Examination. An unbound final version of the thesis must reach the examiners at least two weeks prior to the thesis examination. This must, in the case of the external examiner, take into consideration delays in mailing. The thesis may not be distributed prior to receiving an approval of the external examiner by the Dean of the Faculty of Graduate Studies. Each examiner is required to submit a written assessment of the thesis on an official "Final Thesis Examination
  13. 13. Immunology Graduate Program - 15 Report" form. It is the responsibility of the student to distribute these forms to examiners along with the thesis. The written report is submitted to the individual chairing the oral thesis examination prior to the examination, and serves as a record of the examiners judgement of the thesis before its defence. At the beginning of the oral examination the student should be allowed 20 minutes to give a précis of his/her studies. Other general regulations regarding oral examinations are included in the manual of the Faculty of Graduate Studies. (f) Report of the Thesis Examination Committee. All examiners should be familiar with the procedures established by the Faculty of the Graduate Studies that are described in the relevant manual of the Faculty of Graduate Studies. A provisional vote, without discussion, should be taken at the end of the student's oral examination. If this is not unanimous, then a general discussion regarding the merits or deficiencies of the thesis/oral may proceed. After discussion the Committee may recommend one of the following options. Option A: Both the oral examination and thesis are judged a clear pass, except for editorial changes which can be made within two weeks of the oral examination. All examiners, except the Chairperson sign the approval form. The Chairperson signs the approval form on the recommendation of the supervisor when editorial changes are completed. Option B: Both oral examination and thesis are judged a conditional pass subject to authorised minor changes to the thesis which can be completed within four weeks. The external examiner should sign the approval, all other examiners may sign with the understanding that the supervisor and the Chairperson will assure that the required changes are made. Option C: The overall performance of either the thesis or oral is judged unacceptable. See the Faculty of Graduate Studies manual for further procedures. Immediately after the thesis examination a "Report of the Final Examination" form should be submitted to the Faculty of Graduate Studies. The report must indicate, specifically, which one of the above options is being adopted. All examiners must then sign the report. The final decision to be reported must be unanimous. (g) Approval for Binding Members of the examining committee approve the thesis, as attested by their signature on the approval form and the Report of Final Examination form. The report must include the final thesis title and where appropriate the spine title. The final thesis title submitted on the report cannot be changed without notifying the Faculty of Graduate Studies. This title appears unchanged on the official convocation list. At least two copies of the approval sheet must bare original signatures. Other steps in the printing and binding of a thesis are outlined in the relevant manual of the Faculty of Graduate Studies.
  14. 14. Immunology Graduate Program - 16 Further steps in the procedure for Printing and Binding are clearly outlined in section 11.8.1, Blue Book. 3.11 Grievance Procedures Any graduate student with a grievance should proceed in the following manner: a. To the supervisor and/or members of the supervisory committee. b. Chairperson, GEC. c. Chairperson, Immunology Research Group. d. Department Head of the Supervisor. e. Associate Dean (Graduate Sciences Education). f. Associate Dean, Faculty of Graduate Studies. g. Dean, Faculty of Graduate Studies. If a mutually satisfactory agreement cannot be made at this level, the Faculty of Graduate Studies will strike an Appeal Committee, from the Graduate Faculties Council, to adjudicate. Appeals past this level follow the appeals process open to all registered students at the University. The Graduate Students Association, through the auspices of the Canadian Federation of Graduate Students, may be able to offer guidance. Any concerns in the Faculty of Graduate Studies regarding the supervisory activities of a faculty member should be directed through the Associate Dean of Graduate Science Education.. 3.12 Quality Controls The following mechanisms will be used to monitor the quality of the educational process within the Immunology Graduate Program: a. The Supervisory Committee shall meet at least twice a year with a report to be completed and submitted to the GEC. b. The GEC shall meet monthly to survey the progress of all graduate students in the program. In addition, the committee will be responsible for the ongoing development of the Immunology Graduate Program.
  15. 15. Immunology Graduate Program - 17 c. The academic faculty associated with the Immunology Research Group will meet twice yearly (Fall and Spring) with the specific intention of reviewing the status of the Immunology Graduate Program as a whole. d. The program will be monitored on an ongoing basis by the Medical Sciences Subcommittee of the Committee on Research. The GEC Chairperson will liaise with this Committee and submit an annual report on the Immunology Graduate Program. e. A comprehensive review of the program will be carried out every five years by an external committee of faculty members from outside the Immunology Research Group. The committee will be struck by the Associate Dean (Graduate Sciences Education).
  16. 16. Immunology Graduate Program - 19 Appendix 1 Responsibilities of the Research Group Chairperson to graduate education Responsibility for research group activities belongs to their chairpersons. The following outline of specific responsibilities regarding graduate studies is extracted from the Terms of References for Research Group Chairpersons. Following the establishment of an Immunology Graduate Program the following responsibilities would be delegated to the Chairperson of the Immunology Graduate Education Committee. The Research Group Chairperson in collaboration with the appropriate Department Head(s) and Associate Dean (Graduate Sciences Education) shall be responsible for: A. Organisation and presentation of all Graduate courses offered by the Group B. Development and advertisement of appropriate Graduate information relating to Group oriented courses for transmission to prospective Graduate Students, Postdoctoral Associates, Clinical Research Fellows, and Medical Students. C. Advising members of the Research Group of files of prospective Graduate Students interested in the Group's area of research. D. Admission recommendations and periodic assessment of Graduate students in the Group. E. Organise and publicise (or delegate), on a regular basis, Research group seminars. The Chairperson should be aware that Graduate Students are required to present one research seminar per year.

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