Faculty Regulations

The general regulations apply to all graduate students. Regulations specific to particular degree programs are outlined under the heading Degree Regulations.

It is the students responsibility to be familiar with the regulations and deadlines of the Faculty of Graduate Studies as stated herein, in the Faculty of Graduate Studies Handbook of Supervision and Examination, in the Graduate Student Appointments Schedule and, for thesis-based students, in the Thesis Guidelines (http://www.grad.ucalgary.ca/policy/policies_and_procedures.htm).

Notes:

Students are advised to consult with their Graduate Coordinator and Graduate Program Administrator regarding all aspects of their graduate programs.

All graduate students registering or re-registering must have contacted their supervisors and programs to discuss their programs within the first two weeks of their annual registration month.

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Graduate students are admitted to the Faculty in one of the following categories:

Regular

A student may be admitted to a program leading to a Masters or doctoral degree as a regular graduate student, provided admission qualifications are met.

Interdisciplinary Degree Program: A student wishing to pursue a thesis-based degree in an area not sufficiently represented by one graduate program may be admitted both to a home program and a conjoint graduate program in an interdisciplinary degree program. The student should complete the appropriate application form and submit it with the application fee, and official transcripts and letters of reference to the intended home graduate program. The prospective home program will liaise with the conjoint program. Contact the prospective home graduate program for further details.

Qualifying

A student who meets the qualifications for admission, but who lacks the necessary background in a chosen area of specialization for a particular graduate program, may be admitted as a qualifying graduate student.

A qualifying graduate student must be a full-time registrant in either a Masters or a doctoral degree program.

Qualifying status will not be granted for a period exceeding one year. Upon satisfactory completion of a qualifying year, the student may be transferred to regular student status.

Visiting

A student who is registered in a graduate degree program at another university that does not have an exchange agreement with the University of Calgary, and who wishes to engage in coursework and/or research at the graduate level at the University of Calgary for credit at the home university, may be admitted as a visiting graduate student. A visiting student must submit a Visiting Student Application form and pay the application fee. Visiting students apply to specific graduate programs, and the files are forwarded to the Faculty of Graduate Studies in the normal way. Visiting students pay all applicable general and tuition fees. Visiting students are normally permitted to spend a maximum of one year at the University of Calgary. It should be noted that admission as a visiting student does not guarantee later admission to a graduate program at the University of Calgary.

Exchange

General

The University of Calgary has reciprocal exchange agreements with other institutions. Graduate students from these institutions may engage in course or research work at the University of Calgary for credit at the home institution.

An exchange student must submit the appropriate application/approval form (http://www.grad.ucalgary.ca/faculty/forms.htm).

An exchange student pays tuition fees at the home institution when this is written into the specific exchange agreement, and applicable general fees at the University of Calgary.

If there is no reciprocal fee agreement, the exchange student pays applicable tuition and general fees at the University of Calgary.

The Western Deans Agreement covers graduate students from the following universities:

         Athabasca University

         Brandon University

         Simon Fraser University

         University of Alberta

         University of British Columbia

         University of Calgary

         University of Lethbridge

         University of Manitoba

         University of Northern British Columbia

         University of Regina

         University of Saskatchewan

         University of Victoria

A graduate student registered in the Faculty of Graduate Studies at one university may apply for student status at a university listed above by completing the appropriate application that requires the approval of the graduate coordinator, and the Faculty of Graduate Studies at both the students home and host universities. Applications should be received in the Faculty of Graduate Studies at the host institution three months before the beginning of the term at the University of Calgary.

The student pays tuition and general fees at the home university and applicable general fees at the host institution.

The student is responsible for arranging for an official transcript to be sent from the host institution to the home institution when the course(s) has been completed.

Each home institution has regulations regarding the maximum number of transfer credits permitted.

Qualifications for Admission

Applicants must hold or obtain the following minimum qualifications before the Faculty will give consideration to admission:

1. A University of Calgary four-year baccalaureate degree or an equivalent degree from a recognized institution. Degrees and grades from foreign institutions are evaluated for their equivalency to those of the University of Calgary.

An admission grade point average of 3.00 or higher (on the University of Calgary four-point system) is required. This is based on the last two years of the undergraduate degree consisting of a minimum of 10 full-course equivalents. Note: Individual graduate programs may require a higher admission grade point average.

Appropriate course content for the graduate program applied for, and adequate senior level courses to ensure preparation for graduate work is taken into consideration. Any previous graduate work is also considered.

Note: In exceptional circumstances, individuals who do not meet formal academic requirements but who have significant life achievements may be considered for admission to some graduate programs. The candidate must provide the relevant graduate program with evidence demonstrating a potential to undertake successfully the proposed program of studies. Such candidates are advised to make early contact with the graduate program. In all such cases, the decision whether or not to admit rests with the Dean of the Faculty of Graduate Studies.

2.  Proficiency in the English language is essential for the pursuit and successful completion of graduate programs at the University of Calgary. Prior to admission to the Faculty of Graduate Studies, an applicant whose primary language is not English may fulfill the English language proficiency requirement in one of the following ways:

• By writing the Test of English as a Foreign Language (TOEFL) and obtaining a score of at least 550 (written test) or 213 (computer-based test) or 80 (internet-based test)1. Applications may be obtained from TOEFL Services, P.O. Box 6154, Princeton, NJ 08541-6154 USA. Applicants who wish to take the computer-based TOEFL test may schedule an appointment by calling the Sylvan Candidate Services Call Centre at 1-800-468-6335. When requesting that official test results are forwarded to the University of Calgary, indicate the institution code 0813 and the code appropriate to the graduate program, as listed in the TOEFL bulletin of information.
• By writing the International English Language Testing System (IELTS) and obtaining a minimum score of 7.0. IELTS materials can be obtained from IELTS Publications, UCLES, 1 Hills Road, Cambridge CB1 2EU, UK.
• By successful completion of Level III of the Learning English for Academic Purposes (LEAP) program. For information, see http://www.educ.ucalgary.ca/leap/index.html or contact Learning English for Academic Purposes , University of Calgary, 2500 University Drive NW, Calgary, Alberta, Canada T2N 1N4. Telephone (403) 220-3485; fax (403) 220-0171; e-mail leap@ucalgary.ca.
• The department or graduate program may waive the English proficiency-testing requirement in certain circumstances, such as the possession of a baccalaureate degree or its academic equivalent from a recognized institution in which the language of instruction is English. Contact the graduate program to which you plan to apply for further information.

1 Some programs require scores higher than the Faculty of Graduate Studies minima. See program listings for specific details.

3.  Endorsement from the Head of the Department - It is the responsibility of the department or graduate program concerned to ensure that the applicant is, in all relevant respects, acceptable to the department and that the students proposed program is aligned with the availability of resources for adequate supervision and research, with departmental research objectives, and with program balance, as appropriate.

There is no general right of admission to graduate programs. Each graduate program determines whether to recommend the admission of a particular applicant to the Faculty of Graduate Studies based not only on the applicants credentials but also on the availability of resources for supervision and research, departmental research objectives, program balance, and other such considerations. Taking these considerations into account, graduate programs are expected to act in an equitable manner in their admission procedures.

All graduate programs have limited enrollment capacities. Meeting the minimum requirements does not guarantee admission.

If, at any time it is discovered that a student was admitted on the basis of falsified documents or information, the admission will immediately be declared null and void and future admission will be denied.

Application for Admission

Applications for admission to the Faculty should be submitted through the on-line application system, which can be accessed through program websites. No assurance can be given that applications received after the deadlines noted in the Application Deadline section of the appropriate program section of this calendar will be processed in time to permit the applicant to register for the following session. Specific instructions for applicants are included with the application.

All applications to the Faculty of Graduate Studies of the University of Calgary must include the following:

• A non-refundable application fee for each application to a graduate degree program. $100 for Canadian citizens or Permanent Residents, $130 for international students with a study permit. Cheques or money orders must be made payable to the University of Calgary. Applications will be processed only if the fee has been paid.
• Official transcripts from all post-secondary institutions attended
• Three appropriate letters of reference dated within the previous twelve months
• Official TOEFL, IELTS, GMAT, GRE scores and/or other requirements of the program for which application is being made

Note: Advanced credit can be applied for only when applying for admission. See Advanced Credit below.

Retention of Student Records

Graduate student files will be kept electronically in the Faculty of Graduate Studies. All application documents submitted to the Faculty of Graduate Studies become the property of the University of Calgary and cannot be returned to the student..

Offer of Admission

An offer of admission to a graduate program shall specify the program to which the student is admitted in terms of available programs as specified in this Calendar. Any more detailed terms of admission applying to a particular offer shall be specified in the offer. Graduate programs will supply a program specification including the terms of admission to the Faculty of Graduate Studies when recommending that a student be admitted, and will ensure that copies of any documents cited in the specification are lodged with the Faculty of Graduate Studies.

The program specification shall include course requirements, any full-time requirements, and any other relevant program components.

Advanced Credit

Thesis-based programs: Application for credit should be made to the graduate program at the time of admission, so that the graduate program can take previous work into account when specifying a students program.

Course-based programs: The student must request advanced credit in writing at the time of application for admission, endorsed by the graduate coordinator and submitted to the Faculty of Graduate Studies with the admission recommendation.

Courses for which advanced credit is being sought must be from a recognized institution and not have been used for any degree or diploma accreditation. They must be graded, graduate level courses, and the graded level of performance must be equivalent to a B grade or higher standing at the University of Calgary.

Advanced credit may not exceed either one-third of the program or two full-course equivalents, whichever is less. The total of advanced credit and transfer credit may not exceed either one-third of the program or two full-course equivalents, whichever is less.

Advanced credit is not normally given for courses taken more than five years before admission to the current graduate degree program or for courses taken for the purposes of qualifying for admission.

Readmission

A student who has withdrawn from program not more than five years previously and wishes to apply for readmission must submit an updated application form and a $180 fee along with a letter requesting readmission and a time line detailing the remaining program requirements and when each will be completed. If the student has taken courses at any post-secondary institutions since withdrawing from program, updated transcripts and one relevant letter of appraisal must be submitted. Each application for readmission is dealt with individually. There is no guarantee of readmission for any student.

A student who withdrew, or was withdrawn from program, more than five years previously, and wishes to be readmitted to the program must re-apply by following the normal course of application through the graduate program, including the submission of transcripts and appropriate letters of reference, and a fee of $180.

The remaining allowable time in program will be stipulated in the offer of readmission. Previous time in program will be credited.

Reactivation

A student who has been withdrawn for failure to register and who wishes to reactivate his/her registration, must submit a Faculty of Graduate Studies Annual Registration form, and a $180 fee. The student's supervisor and graduate coordinator must sign the registration form, indicating their willingness to reinstate the student. Reactivation may only take place within four months of the students annual registration month, and the student will be responsible for fees for the entire term. If the student wishes to return to program after the four-month period has passed, the student must apply for readmission for the next session to which the program will admit students (see above).

Each year of the program, no later than the deadline date for the annual registration month, each graduate student must register using the Infonet www.ucalgary.ca/infonet. Students who are not taking courses must use the Infonet to indicate full-time or part-time status. A student who does not register by the appropriate deadline date will be withdrawn for failure to register.

A complete guide to the registration system is available in the Course Registration and Planning Guide that becomes available in mid-February for Spring/Summer registration, and in April for Fall/Winter registration.

Students wishing to audit courses, or to be placed in courses not listed in the Master Timetable, must do so through the department offering the course(s).

Students should always consult with their graduate programs concerning course selection. A Registration Confirmation for First Year Students form or, for continuing students, an Annual Progress Report, must be completed and signed by both the student and supervisor/interim advisor, and endorsed by the graduate coordinator. Refer to the deadlines in the Academic Schedule at the beginning of this Calendar.

Following registration, it is the student's responsibility to verify course registration and fee assessment using the Infonet. Questions regarding registration should be directed to the appropriate graduate program or the Faculty of Graduate Studies.

Students must maintain continuous registration and pay the appropriate fees until all degree requirements have been completed. A student who fails to re-register by the deadline indicated in the Academic Schedule will be withdrawn from the program for failure to register. Information about readmission or reactivation appears above.

Students in course-based programs must take a minimum of one half-course per registration year. If a student in a course-based program does not take a minimum of one half-course during a registration year, the student will be required to withdraw from program. It is expected that students in course-based programs will complete at least half of the required courses in the first two years of the program.

Student Status

Full-Time Students

Research-Based Programs

Graduate students are considered to be full-time if they declare themselves to be full-time and their graduate program affirms their status. Normally to be considered full-time, the student must work an average of 40 hours per week on program-related activities. Program-related activities include course work, systematic reading, laboratory or other research work, work related to the production of thesis proposals and/or defense of thesis and thesis proposals, field work, and study for candidacy examinations. Programs may have more specific definitions of full-time status, but such classifications will apply only if they appear in this Calendar or in a students program as specified by the program as a condition of admission.

A graduate student may arrange to undertake a portion of the full-time requirement at another institution or in the field. Requests for permission to undertake such full-time external student research must be submitted well in advance to the graduate coordinator for approval.

Course-Based Programs

Part-Time Students

Graduate students who do not meet the criteria for full-time student status are considered part-time students. All course-based degree programs may be completed on a part-time basis provided they are completed within the prescribed time limits.

Special Registration Status

Students who must spend a substantial portion of their time on particularly demanding family responsibilities may apply for special registration status. This status enables a student to register full-time but carry an adjusted load to accommodate family responsibilities. As full-time students, they are eligible to hold most types of funding. Program length and maximum time to candidacy may be extended as required. Application is made to the graduate program, which recommends the special registration status to the Faculty of Graduate Studies. Students on Special Registration Status must submit an Annual Progress Report to the Faculty of Graduate Studies.

Change of Registration or Status

Course changes must be done through the Infonet until the deadlines listed in the Academic Schedule (http://www.ucalgary.ca/pubs/calendar/2004/When/AcdschUND.htm).

Course changes after the deadline must be done on a Change of Course Registration form and a $60 late fee will be charged.

Registering to audit a course must be done on a Change of Course Registration form.

Changes to full-time/part-time status subsequent to the infonet registration deadline must be submitted on a Change of Program or Status form.

Time Limits

Except where noted in the detailed program descriptions, students in thesis-based programs at the Masters level must complete all degree requirements within four registration years.

Students in course-based Masters programs must complete all degree requirements within six registration years.

It is expected that students completing a Masters degree on a full-time basis will complete the degree within half the time allowed.

Transcripts and Statements

A student requiring a transcript of his/her University of Calgary record, for personal use or to be sent to another institution, must request such transcripts in writing by sending a personal letter to the Registrars Office, or by completing the appropriate form available from the Registrars Office or on-line at http://www.ucalgary.ca/registrar/students/order_transcript.html.

Course Withdrawal

A graduate student may change status, including withdrawal from a course in which he/she is registered, any time up to and including the deadline dates given in the Academic Schedule section of this Calendar. Students are not permitted to withdraw more than once from a particular course. Please refer to the main University of Calgary Calendar for further information on course withdrawal. Tuition fees will be refunded only if the student drops a course before the last day for payment of the appropriate fees.

Program Withdrawal

A student wishing to withdraw from the Faculty of Graduate Studies should complete a Graduate Withdrawal form, available at http://www.grad.ucalgary.ca/faculty/forms.htm. This form requires the approval of both the graduate coordinator and the Dean of Graduate Studies.

A student in a thesis-based program, who withdraws without completing a Graduate Withdrawal form, will not be eligible for any refund, or for exemption from fees in that registration year.

A student in a course-based program who withdraws from program without having taken a course during the year will not be refunded the tuition fee assessment of the equivalent to a graduate half-course fee for the registration year unless the student withdraws from program before the fee payment deadline in his/her annual registration month.

When a student withdraws from the Faculty of Graduate Studies, it is the students responsibility to ensure that all outstanding fees are paid.

Leave of Absence and Extensions

The Faculty of Graduate Studies has provision for a Leave of Absence when a student has appropriate grounds, such as medical problems, bereavement, parental or caregiving responsibilities, or military service, for being absent from a program for a period of up to one year. A leave of absence should be requested well in advance. Further information and an application form can be obtained at http://www.grad.ucalgary.ca/faculty/forms.htm

Combined Degree Programs

The Faculty of Graduate Studies has approved guidelines for Combined Degree Programs. A Combined Degree Program is a formal arrangement between two units offering programs whereby approved students may be registered simultaneously in two programs. The requirements for both degrees must be completed before the student can graduate. The University of Calgary presently offers the following combined degree programs: LLB/MBA, MSW/MBA, MBT/MBA, MD/Masters degree, and MD/PhD. Information and application packages are available from the relevant graduate programs.

Interdisciplinary Degrees

A student wishing to pursue a thesis-based Masters or doctoral degree in an area not sufficiently represented by one graduate program can request to do an interdisciplinary degree. In an interdisciplinary degree program, the student is admitted to both a home program and a conjoint program. The student submits an application form and fee along with official transcripts and letters of reference to the proposed home program, which will liaise with the proposed conjoint program. Further details regarding the application process to an interdisciplinary degree program are available at http://www.grad.ucalgary.ca/policy/policies_and_procedures.htm.

Special Case Admissions

In a department where the resources to pursue the degree are available, but no formal degree program is offered, a student may be considered for a special case admission. Guidelines are available at http://www.grad.ucalgary.ca/policy/policies_and_procedures.htm or from the graduate program.

Transfer Credit

Students currently registered in a graduate degree program at the University of Calgary may receive credit for courses taken at other recognized institutions on a Letter of Permission or through the Western Deans Agreement. Letters of Permission are available through the graduate program offices.

Program and Faculty of Graduate Studies approval of these arrangements must be obtained before the courses begin.

Course-based programs: Transfer credit for courses may not exceed one third of the program or two full-course equivalents, whichever is less. Transfer credit and any advanced credit received upon entrance to the program may not exceed one third of the program or two full-course equivalents, whichever is less.

Course Work Minima

Course-based graduate programs normally consist of at least six full-course equivalents taken at the graduate level. Audited courses do not count towards the fulfillment of program requirements.

Language

Except in certain courses in the language departments, the language of instruction at the University of Calgary is English.

Theses must be submitted in English, except in the Department of Germanic, Slavic and East Asian Studies, the Department of French, Italian and Spanish, and in the French Education sub-specialization in the Graduate Division of Educational Research.

Supervisors/ Advisors

All students in programs leading to graduate degrees are required to have a supervisor or an advisor. Students arriving on campus may be assigned an interim advisor until they have had an opportunity to become familiar with the Faculty members and their research interests, but must have a permanent supervisor or advisor no later than one year after initial registration.

Annual Reports

Each graduate student must file an annual progress report with his or her graduate program. Consult the program for deadlines. Delinquent students may be denied registration.

Grading System and Progress

While B is the minimum passing grade in any one course for students in the Faculty of Graduate Studies, a grade point average (GPA) of at least 3.00 must be maintained in each year of program.

A student who receives a grade of B or lower in two or more courses may be required to withdraw regardless of his/her overall GPA in the program.

A graduate program may recommend to the Faculty of Graduate Studies that a student be required to withdraw for lack of satisfactory progress in either course work or research.

The Faculty of Graduate Studies, after consultation with the graduate program and/or supervisory committee concerned, may initiate the withdrawal of a student.

 Final grades may be accessed through the Infonet: www.ucalgary.ca/infonet.

Distribution of Grades

Grade

Grade Point Value

Graduate Description

A+

4.0

Outstanding

A

4.0

Excellent - superior performance showing comprehensive understanding of the subject matter

A-

3.7

Very good performance

B+

3.3

Good performance

B

3.0

Satisfactory performance

Note: The grade point value (3.0) associated with this grade is the minimum acceptable average that a graduate student must maintain throughout the program as computed at the end of each year of the program.

B-

2.7

Minimum pass for students in the Faculty of Graduate Studies

Note: Students who accumulate two grades of B- or lower may be required to withdraw from program by the Faculty of Graduate Studies, regardless of their grade point average.

C+

2.3

All grades below B- are indicative of failure at the graduate level and cannot be counted toward Faculty of Graduate Studies course requirements.

C

2.0

C-

1.7

D+

1.3

D

1.0

F

0.0

Each student must satisfy all examination requirements, as noted in the Faculty of Graduate Studies Handbook of Supervision and Examination (http://www.grad.ucalgary.ca/policy/policies_and_procedures.htm) for the appropriate degree.

Doctoral Oral Candidacy Examinations

Oral candidacy examinations are closed examinations chaired by a neutral chair.

In addition, programs may choose to have the supervisor as a non-voting observer who does not attend the in camera discussions of the examining committee. If a program has chosen this option, it will be listed in the program description in this Calendar.

The examining committee recommendation for an oral candidacy examination must be either pass or fail. If the result is fail, the examining committee may recommend to the Dean of Graduate Studies that the candidate be allowed to retake the examination, or that the candidate be withdrawn from program.

Only one retake of the oral candidacy examination is permitted, no sooner than two months and no later than six months after the original attempt.

Final Oral Comprehensive Examinations

Final oral comprehensive examinations are closed examinations.

The examining committee recommendation for an oral comprehensive examination must be either pass or fail. If the result is fail, the examining committee may recommend to the Dean of Graduate Studies that the candidate be allowed to retake the examination, or that the candidate be withdrawn from program.

Only one retake of the oral comprehensive examination is permitted, no sooner than two months and no later than six months after the original attempt.

Final Thesis Oral Examinations

A candidate in a thesis-based program is required to submit a thesis and pass a final oral examination. All thesis oral examinations are chaired by a neutral chair.

Final thesis oral examinations are designated as open or closed. Such determination is made by the graduate program and is stated in this calendar under each program listing.

Attendance at a closed examination is limited to the chair, the examiners, the Deans representative, the department head or representative, and the student. No more than ten people may be in the examination room. A closed examination may be preceded by a public presentation on the same day, but what transpires at the public presentation is not considered part of the examination.

Open examinations are open to the public, but only the examiners may question the student. The examiners deliberation is held in camera. If a program has opted to hold open examinations, a student has a right to choose, without prejudice, a closed examination and no public presentation.

All examiners must receive a copy of the thesis in its final form a minimum of three weeks before the day of the oral examination.

If the examining committee approves the thesis, after the oral defence each member except the supervisor will sign the approval pages. After the student has made any minor revisions necessary, the supervisor will sign the approval pages.

If the examining committee approves the thesis but judges that more extensive revisions are necessary, committee members will not sign the approval pages until the revisions have been made.

If the thesis is judged acceptable, but the oral defense is not, the examination is considered a "fail." The approval pages will not be signed, and the committee will recommend to the Dean that the student be allowed a second attempt at an oral defense not later than six months after the date of the initial examination.

If the thesis does not meet minimum standards, but the committee considers that further research and/or revision may bring it to an acceptable standard the examination result is "fail." The committee will recommend to the Dean that the student be allowed to re-submit the thesis and re-take the oral defense no sooner than six months and no later than twelve months after the initial defense.

If the thesis does not meet minimum standards and the committee considers that no reasonable amount of additional research or revision is likely to bring it to an acceptable standard, the examining committee will recommend the withdrawal of the student to the Dean. The examination result is "fail."

Thesis

Students must continue to pay the appropriate tuition and general fees until all degree requirements, including the submission of the thesis to the Faculty of Graduate Studies, have been completed.

Complete information on the formatting, printing, binding and distribution of the thesis is contained in the Faculty of Graduate Studies Thesis Guidelines, available at http://www.grad.ucalgary.ca/policy/policies_and_procedures.htm. Once all the examiners have signed the approval pages, the student must submit one unbound copy of the thesis, with original signatures on the approval page, a Departmental Recommendation for Convocation Clearance form, appropriately signed, a Thesis Distribution form and a University of Calgary Partial Copyright Licence form, to the Faculty of Graduate Studies. The Faculty of Graduate Studies will arrange to have the unbound thesis deposited in the University Library.

A second copy of the thesis, submitted in electronic format or as an unbound printed copy, with a National Library Subject Term Classification form and a National Library Non-Exclusive Licence to Reproduce Theses, will become part of the national thesis database, and available in microfiche format from the National Library. (See the Thesis Guidelines for further information about the submission format.) The Faculty of Graduate Studies will arrange to have the thesis submitted to the National Library. The compulsory thesis levy collected for the first two years of a thesis program covers National Library microfiche costs.

The student may decide not to have a copy of the thesis submitted to the National Library. This decision must be made when the thesis is submitted to the Faculty of Graduate Studies. The Faculty of Graduate Studies will not be responsible for later submission of the thesis to the National Library.

The various deadline dates pertaining to Convocation are set out in the Academic Schedule. Students are strongly advised to acquaint themselves with these dates.

Application for Degree

All students who expect to receive degrees or diplomas at one of the May, Spring (June) or Fall Convocations must complete an online Application for Degree, available through the Infonet. Students who do not complete an Application for Degree form will not be included in the graduation list. The deadlines for such applications are March 1 for May and Spring (June) Convocations and August 15 for Fall Convocation.

Convocation Requirements

In order to be cleared to graduate, thesis-based students must successfully pass a final thesis oral examination, submit an unbound copy of the thesis, a University of Calgary Partial Copyright Licence, and a Department Recommendation for Convocation Clearance form to the Faculty of Graduate Studies, and fulfill graduate program requirements for the submission of thesis copies.

If a student has not been cleared to graduate before the students next annual registration date, the student must register. If the student does not register, the student will be withdrawn for failure to register. When the student subsequently applies for re-admission to graduate, the student will be assessed fees retroactive to the date of withdrawal.

A student who feels that a piece of graded term work (term paper, essay, test, etc.) has been unfairly graded may have the paper re-graded as follows. The student shall discuss the work with the instructor within fifteen days of being notified about the mark or of the items return to the class. If not satisfied, the student shall immediately take the matter to the head of the department offering the course who will arrange for a reassessment of the work within the next fifteen days. Students in faculties without a departmental structure should take the matter to the Dean or the appropriate associate/assistant Dean of the Faculty offering the course. The result of that reassessment should be given to the student in writing.

Teaching Faculty Appeals Committee

Reappraisal of term work is generally settled at the departmental level. If the student is not satisfied with the decision and wishes to appeal, the student shall address a letter of appeal to the Dean of the Faculty offering the course within fifteen days of the unfavourable decision. In the letter, the student must clearly and fully state the decision being appealed, the grounds for appeal and the remedies being sought, along with any special circumstances that warrant an appeal of the reappraisal. The student should include as much written documentation as possible.

At this stage the Dean of the Faculty offering the course, at his or her discretion, may attempt to resolve the situation without proceeding to the Faculty Appeals Committee. If the matter is not resolved to the students satisfaction, the appeal letter will be sent to the Faculty Appeals Committee.

The teaching Faculty Appeals Committee will not hear the appeal if the appeal letter does not detail the decision being appealed, grounds for appeal and outcome sought by the student, or if the chair of the Faculty Appeals Committee decides that sufficient grounds do not exist. If the appeal is to be heard and if the student has not already received a copy, the student is advised to request from the Deans office, a copy of the principles and procedures that govern the Faculty Appeals Committee for that Faculty. These procedures will detail the composition of the committee, the right of the student to have an advocate at the hearing, how the hearing will be conducted, and other information.

General Faculties Council's Committee to Hear and Determine Student Academic Appeals

This committee hears appeals of decisions made by Faculty Appeals Committees on matters of academic concern to students. The General Faculties Councils Committee will hear an appeal only if there is reason to believe that the Faculty Appeals Committee showed bias, unfair procedures, or if there is substantial new evidence that could not have been presented to a Faculty Appeals Committee. Before the General Faculties Councils Committee will accept an appeal, the chair of that committee must be satisfied that departmental and Faculty appeals procedures have been fully utilized.

Students wishing to make an appeal to the Committee to Hear and Determine Student Academic Appeals must do so within fifteen days of the unfavourable decision from the Faculty Appeals Committee. A letter of appeal shall be sent to the Secretary to General Faculties Council (Administration Building, Room 127), and must indicate the decision being appealed, the grounds for appeal (i.e., alleged bias, alleged unfair procedures or substantial new information) and the remedies sought by the student, together with all supporting documentation. The appeal letter shall also state the levels of appeal that have already been utilized.

The General Faculties Councils Committee will not hear the appeal if the chair decides that sufficient grounds do not exist.

A student whose appeal is to be heard by the General Faculties Councils Committee is entitled to obtain from the Secretary to General Faculties Council the principles and procedures governing the General Faculties Councils Committee. These procedures will detail the composition of the committee, the right of the student to have an advocate, how the hearing will be conducted and other information.

The committee will normally give fifteen days written notice of a hearing to the appellant and to the head of the academic unit against whose office the appeal is being made. Normally, the General Faculties Councils Committee will hear an appeal within thirty days of its acceptance. The chairperson of the General Faculties Councils Committee will convey the committees findings in writing to the appellant, the respondent, the Secretary to General Faculties Council and the Registrar.

In the reappraisal of a final grade, the only elements that will be considered are the grading of the final examination, if any, together with a recalculation of the weighted components that make up the final mark. An exception may occur when an instructor evaluates a piece of graded term work or other component at the end of the session; that grade may also be considered in a reappraisal of final grade.

A student wishing a reappraisal of an individual final grade should first attempt to examine the final examination at the department or Faculty office. Then the student shall obtain a Request for Reappraisal of Final Grade form from the Registrars Office. On that form the student is required to indicate exactly what error was made in marking the examination and/or in computing the final grade and where the error can be found. The form will not be processed and the reappraisal will not take place unless the student provides a detailed rationale that outlines where and for what reason an error is suspected.

Students wishing a reappraisal of a final grade (excluding Law courses) must submit their request by the following dates: Fall Session - March 1, Winter Session - June 30, Spring Session - August 15, Summer Session - October 15.

The reappraisal form shall be sent/brought to the Registrar who shall forward it to the department head or Dean of the Faculty offering the course. Reappraisals of final grades are dealt with by the head of the academic unit in consultation with members of staff. Normally, the department/Faculty will respond to a Request for Reappraisal of Final Grade within thirty days of its initiation. After the reappraisal is completed, the department shall return the form to the Registrar who shall inform the student in writing of the result of any request for reappraisal.

Teaching Faculty Appeals Committee

Procedures for appealing a final grade reappraisal beyond the departmental level are detailed above in Appeals - Faculty Appeals Committee, and are the same for a final grade as for a piece of graded term work.

General Faculties Council's Committee to Hear and Determine Student Academic Appeals

Procedures for appealing a final grade reappraisal beyond the Faculty Appeals Committee level are detailed above in Appeals - General Faculties Councils Committee to Hear and Determine Student Academic Appeals, and are the same for a final grade as for a piece of graded term work.

Faculty of Graduate Studies Appeals Committee

If a student wishes to appeal a Faculty of Graduate Studies ruling (e.g., the requirement to withdraw for academic reasons, the denial of continued registration, the denial of the right to graduate, specific requirements by the Faculty for the completion of a degree/course of study), the student shall address a letter of appeal to the Chair of the Graduate Studies Appeals Committee within fifteen days of the unfavourable decision.

In the letter of appeal, the student must clearly and fully state the ruling/decision being appealed, the grounds for appeal and the remedies being sought, together with all supporting evidence or documentation, if any. Mere dissatisfaction with a ruling is not sufficient grounds for an appeal.

In the process of deciding to initiate an appeal, the student may seek the assistance of the Graduate Students Association.

If the appeal letter does not detail the decision being appealed, the grounds for appeal and the outcome sought by the student, or if the Chair of the Faculty Appeals Committee decides that sufficient grounds do not exist, the appeal will not be heard. If the appeal is to be heard and the student has not already received a copy, the student is advised to request from the Deans office, a copy of the principles and procedures that govern the Faculty Appeals Committee. These procedures will detail the composition of the committee, the right of the student to have an advocate at the hearing, how the hearing will be conducted, and other information.

General Faculties Council's Committee to Hear and Determine Student Academic Appeals

This committee hears appeals of decisions made by Faculty Appeals Committees on matters of academic concern to students. The General Faculties Councils Committee will hear an appeal only if there is reason to believe that the Faculty Appeals Committee showed bias, unfair procedures, or if there is substantial new evidence that could not have been presented to a Faculty Appeals Committee. Grades obtained in courses completed by the student in the appeals process will not be considered as new evidence. Before the General Faculties Councils Committee will accept an appeal, the chair of that committee must be satisfied that departmental and Faculty appeals procedures have been fully utilized.

Students wishing to make an appeal to the Committee to Hear and Determine Student Academic Appeals must do so within fifteen days of the unfavourable decision from the Faculty Appeals Committee. A letter of appeal should be sent to the Secretary to General Faculties Council (Administration Building, Room 127), and must indicate the decision being appealed, the grounds for appeal (i.e., alleged bias, alleged unfair procedures, or substantial new information), and the remedies being sought by the student, together with all supporting documentation. The appeal letter should also state the levels of appeal that have already been utilized.

The General Faculties Councils Committee will not hear the appeal if the chair decides that sufficient grounds do not exist.

A student whose appeal is to be heard by the General Faculties Councils Committee is entitled to obtain from the Secretary to General Faculties Council the principles and procedures governing the General Faculties Councils Committee. These procedures will detail the composition of the committee, the right of the student to have an advocate, how the hearing will be conducted and other information.

The committee will normally give fifteen days written notice of a hearing to the appellant and to the head of the academic unit against whose office the appeal is being made. Normally, the General Faculties Councils Committee will hear an appeal within thirty days of its acceptance. The chair of the General Faculties Councils Committee will convey the committees findings in writing to the appellant, the respondent, the Secretary to General Faculties Council and the Registrar.

Students who appeal academic decisions to the teaching Faculty Appeals Committee or the General Faculties Councils Committee to Hear and Determine Student Academic Appeals have the right to continue their registration and to attend classes during the appeal process. The student is required to pay all fees. If the appeal fails, the students registration will be cancelled, regardless of the date, and all fees refunded in full. Students petitioning the Board of Governors are not permitted to register while under petition.

This statement applies to all members of the University community including students, faculty, administrators, any category of staff, practicum supervisors, examiners, and volunteers. This statement applies in all situations where the persons are acting in their University capacities, whether or not on the Universitys property. It also applies to visitors or any other persons on University property, and to persons with whom the University contracts for services.

All members of the University community have a responsibility to familiarize themselves with this Statement on Principles of Conduct and to conduct themselves accordingly.

1. The University of Calgary community has undertaken to be guided by the following statements of purpose and values:

• to promote free inquiry and debate
• to act as a community of scholars
• to lead and inspire societal development
• to respect, appreciate, and encourage diversity
• to display care and concern for community

2. The University seeks to create and maintain a positive and productive learning and working environment, that is, an environment in which there is:

• respect for the dignity of all persons
• fair and equitable treatment of individuals in our diverse community
• personal integrity and trustworthiness
• respect for academic freedom
• respect for personal and University property

3. Those persons appointed by the University to positions of leadership and authority have particular responsibility, not only for their own conduct, but also for ensuring, to the extent of their authority and ability:

• that a positive and productive learning and working environment is created and maintained
• that conflicts and concerns are addressed in a positive, timely, reasonable, and effective manner
• that persons within their jurisdiction are informed of their rights and

responsibilities with respect to conduct

4. The University undertakes to ensure that its policies, systems, processes, and day-to-day operations foster the goals in #1 and #2 above.

5. The University encourages and undertakes to support all members of the University community in resolving conflicts and concerns in a positive, timely, reasonable, and effective manner.

6. The University undertakes to ensure that the protection afforded by the principles of natural justice is extended to all members of the University community.

7. The University undertakes to provide resources through various offices to generate awareness related to this Statement on Principles of Conduct throughout the University community and to assist in resolving conflict in a positive way.

(Note: The principles of natural justice reflect a concept that ensures fair play. The specific requirements of natural justice will often vary depending on the circumstances but are generally considered to ensure a full and fair consideration of the issue, including consideration in the absence of bias.)

A single offence of cheating, plagiarism, or other academic misconduct, on term work, tests, or final examinations, etc., may lead to disciplinary probation or a students suspension or expulsion from the Faculty if it is determined that the offence warrants such action.

Definitions

1. Plagiarism - Plagiarism involves submitting or presenting work in a course as if it were the students own work done expressly for that particular course when, in fact, it is not. Most commonly plagiarism exists when:

(a) the work submitted or presented was done, in whole or in part, by an individual other than the one submitting or presenting the work (this includes having another impersonate the student or otherwise substituting the work of another for ones own in an examination or test),

(b) parts of the work are taken from another source without reference to the original author,

(c) the whole work (e.g., an essay) is copied from another source, and/or,

(d) a student submits or presents work in one course which has also been submitted in another course (although it may be completely original with that student) without the knowledge of or prior agreement of the instructor involved.

While it is recognized that scholarly work often involves reference to the ideas, data and conclusions of other scholars, intellectual honesty requires that such references be explicitly and clearly noted. Plagiarism is an extremely serious academic offence.

It is recognized that clause (d) does not prevent a graduate student incorporating work previously done by him or her in a thesis.

2. Cheating is an extremely serious academic offence. Cheating at tests or examinations includes, but is not limited to, dishonest or attempted dishonest conduct such as speaking to other candidates or communicating with them under any circumstances whatsoever; bringing into the examination room any textbook, notebook, memorandum, other written material or mechanical or electronic device not authorized by the examiner; writing an examination or part of it, or consulting any person or materials outside the confines of the examination room without permission to do so, or leaving answer papers exposed to view, or persistent attempts to read other students examination papers.

3. Other Academic Misconduct - Other academic misconduct includes, but is not limited to, tampering or attempts to tamper with examination scripts, class work, grades and/or class records; failure to abide by directions from an instructor regarding the individuality of work handed in; the acquisition, attempted acquisition, possession, and/or distribution of examination materials or information not authorized by the instructor; the impersonation of another student in an examination or other class assignment; the falsification or fabrication of clinical or laboratory reports; the non-authorized tape recording of lectures.

4. Any student who voluntarily and consciously aids another student in the commission of one of these offences is also guilty of academic misconduct.

Penalties

1. Failing Grade - A student may be given a failing grade in either an exercise or course in which that student is found guilty of plagiarism, cheating or other academic misconduct. Except in circumstances in which leniency is warranted, this penalty will only be applied in conjunction with one or other of the other penalties mentioned in this section. In situations in which a student is registered in a Faculty other than that in which the course is given, this is the only penalty that shall be applied by the host Faculty.

2. Disciplinary Probation - When a student is placed on disciplinary probation, he or she is entitled to proceed with a degree or other academic program, but only on condition that the registration will be forfeited and the student suspended or expelled, if he or she is found guilty of a further academic offence. A student who is placed on disciplinary probation is eligible to continue in the Faculty in the normal way after the satisfactory completion of his or her probationary period. This penalty shall be applied by the Faculty in which the student is registered at the time of the offence.

3. Suspension - Suspension takes place when a student is denied registration within a degree or other academic program for a specified period of time. A student who has been placed under suspension is conditionally eligible to reapply for admission or registration at either the end of a specified period of time or thereafter. Suspension does not imply automatic readmission; a student must satisfy the Dean and/or the Faculty concerned of his/her eligibility for readmission. This penalty shall be applied by the Faculty in which the student is registered at the time of the offence.

4. Expulsion - A student who is expelled from a Faculty is dismissed permanently from the Faculty with no right to apply for readmission to that Faculty. This penalty shall be applied by the Faculty in which the student is registered at the time of the offence.

5. Effects of Suspension or Expulsion from a Faculty - A student suspended or expelled from a Faculty normally may not apply or be considered for readmission to the University in another Faculty, until at least twelve months after the end of the session in which the academic offence takes place.

Penalties and Their Application

1. In cases in which the Dean and/or Faculty is satisfied that a student is guilty of plagiarism, cheating or other academic misconduct in circumstances which suggest a clear intention to deceive or otherwise commit an academic offence, the normal penalty will be either suspension or expulsion from the Faculty.

2. In cases in which the Dean and/or Faculty is satisfied that an offence has been committed, but doubt is left as to the existence of a clear intention to deceive or otherwise commit an academic offence, the normal penalty will be probation.

Procedures

1.Identification of Students in Tests or Examinations - Invigilators of any tests or examinations may, when they have reason to believe that there is cause to do so, challenge any candidate to produce proof of identity either in the form of the University I.D. card or of some acceptable equivalent (i.e., one bearing a photograph) such as the Provincial Drivers License, Canadian Citizenship Card, Passport, etc.

If there is clear evidence that impersonation has occurred, the individual shall not be permitted to continue the examination and shall be reported immediately to the Dean of the Faculty in which the course is offered or his/her delegate.

A student who is not able to provide acceptable proof of identity may be permitted to continue the examination provided that he or she undertakes to provide verification of identity later. If verification is not provided, then the student will receive an F in the examination, and the matter will be referred to the Dean of the Faculty in which the course is offered or his/her delegate for consideration of further disciplinary action.

2. The Responsibility of Instructors in Cases of Plagiarism, Cheating and Other Academic Misconduct - An instructor has the obligation to report immediately all suspected cases of plagiarism, cheating or other academic misconduct in his/her course or courses to the Dean of his/her Faculty, or his/her delegate, and to his/her head of department or equivalent.

3. The Encouragement of the Reporting of Plagiarism, Cheating or Other Academic Misconduct - Students or other persons who consider that they have evidence of conduct which amounts to plagiarism, cheating or other academic misconduct are encouraged to report such conduct to the Dean of the relevant Faculty or his/her delegate. An individual or group of individuals making such a report must be prepared to state the alleged facts and their reasons for suspicion in writing, and to appear before the Dean, his/her delegate, the appropriate Faculty disciplinary body, the Faculty Appeals Committee and the General Faculties Councils Committee to Hear and Determine Student Academic Appeals.

4. The Responsibility of the Dean of the Faculty in Which the Course is Offered - The initial responsibility for dealing with cases of plagiarism, cheating or other academic misconduct, lies with the Dean of the Faculty offering the course in which the student is enrolled or his/her delegate, subject to structures for advice, recommendation or action devised by that Faculty. Where the student is registered in that particular Faculty, any disciplinary action taken will normally not be of concern to any other Faculty.

5. The Relative Responsibilities of the Faculty in Which a Student Takes a Course and the Faculty in Which He/She is Registered at the Time of the Offence - In cases in which a student registered in the Faculty of Graduate Studies is accused of plagiarism, cheating or other academic misconduct, the Dean of Graduate Studies shall be advised of the incident, its circumstances, and its disposition within the host Faculty, and where appropriate shall take disciplinary action within his/her own Faculty subject to structures for advice, recommendation or action devised by that Faculty. This notification shall be the responsibility of the Dean of the host Faculty, or his/her delegate.

6. The Disposition of Cases by the Faculty of Graduate Studies When a graduate student is found guilty of plagiarism, cheating or other academic misconduct by the teaching Faculty, the student may appeal an unfavourable decision to the General Faculties Councils Committee to Hear and Determine Student Academic Appeals. When the student accepts the ruling of an appeals committee, or when all avenues of appeal of academic misconduct are exhausted, the Dean of Graduate Studies will make a ruling on the students registration in the Faculty of Graduate Studies. The Dean of Graduate Studies or his/her delegate shall place on probation, suspend, or expel from the Faculty of Graduate Studies. The probation, suspension, withdrawal or expulsion will be confirmed in writing to the student, the letter to include reference to Faculty and University appeal procedures. In cases in which the student has admitted the offence reference shall be made to this fact in the letter.

Academic Misconduct - Criminal Offence

Where there is a criminal act involved in plagiarism, cheating or other academic misconduct, e.g., theft (taking another students paper from his/her possession, or from the possession of a Faculty member without permission), breaking and entering (forcibly entering an office to gain access to papers, grades or records), forgery, impersonation and conspiracy (impersonating another student by agreement and writing his/her paper) and other such offences under the Criminal Code of Canada, the University may take legal advice on the appropriate response and, where appropriate, refer the matter to the police, in addition to or in substitution for any action taken under these regulations by the University.

Appeals

1. The Appeals Process - In the case of appeal of a grade, the appeal should be to the Appeals Committee of that Faculty offering the course. A student who is placed on probation, suspended, or expelled from the Faculty of Graduate Studies, may appeal that decision, or any other Faculty of Graduate Studies ruling, to the Faculty of Graduate Studies Appeals Committee. The appeal, which must be initiated within fifteen days of the receipt of the letter from the Dean or his/her delegate, shall be in writing, addressed to the chairperson of the appropriate committee, and shall state specifically (a) the decision which is being appealed, (b) the grounds for the appeal, (c) the remedy being sought.

2. Sufficient Grounds - A student must satisfy the Appeals Committee that there are sufficient grounds for appeal. The principles applicable to an appeal to a Faculty Committee are those of fairness as set down in relation to the Committee to Hear and Determine Student Academic Appeals of General Faculties Council that are filed with the Secretary to General Faculties Council. It is recognized that the specific procedures used to attain fairness may vary from one Faculty to another.

3. Appeal from a Faculty Appeals Committee - Where a student is unsuccessful in an appeal to a Faculty Appeals Committee, he/she may appeal that decision to the Committee to Hear and Determine Student Academic Appeals of General Faculties Council, subject to the principles and procedures of the General Faculties Councils Committee as approved by General Faculties Council and filed with the Secretary to General Faculties Council.

4. Notification to the Registrar - When an appeal has been lodged by a student, the Registrar shall be notified by the chairperson of the Faculty Appeals Committee or General Faculties Councils Committee, as the case may be, of that fact, and of the disposition of the case by that body.

5. The Position of a Student Launching an Appeal Against Suspension or Expulsion - Where a students appeal against suspension or expulsion is accepted for hearing and is under consideration by an appeals committee, a student shall be granted tentative registration and permitted to attend classes. If the appeal succeeds, the student will be officially registered and assessed fees retroactively to the beginning of the session.

6. The Position of a Student Whose Appeal Against Suspension or Expulsion is Unsuccessful - In cases in which the student has been allowed to attend classes pending the disposition of an appeal and the appeal fails, the original date of the suspension or expulsion stands.

7. The Effect on a Students Permanent Record - Where a student has been suspended, expelled or placed on disciplinary probation and does not launch an appeal within fifteen days, or his/her appeal is unsuccessful, the notation suspended or expelled from or placed on disciplinary probation by the Faculty of Graduate Studies, for academic misconduct will be entered on the students permanent record upon receipt of such notice by the Registrar from the Dean of the Faculty.

Where a student is suspended or expelled prior to the completion of the session, the symbols RW (required to withdraw) will be entered in the grade column on the students record in the courses in which he or she was registered for that session except for the course(s) in which an F grade has been given as a penalty. Where a student is suspended or expelled after the completion of a session the final grade will be entered on the students record in the courses in which he or she was registered for that session except for the course(s) in which an F grade has been given as a penalty.

In addition to its regulations dealing with student academic misconduct, the University has a policy and procedures governing the scholarly integrity of members of the Universitys Faculty and persons holding post-doctoral fellowships or their equivalent. The policy and procedures are titled Integrity in Scholarly Activity and apply to both teaching and research.

The University of Calgary recognizes its moral and legal responsibilities to protect its students, staff and Faculty against sexual harassment and has established a Sexual Harassment Policy and related procedures to deal with this serious issue.

The simple definition of sexual harassment is unwanted sexual attention. Any type of conduct that emphasizes the sexuality, gender or sexual orientation of an individual and creates for them an offensive, intimidating or hostile learning, working or living environment is sexual harassment. The harassment is more serious if submission to or acceptance of such behaviours is made either an implicit or explicit condition of an individuals employment or academic status.

Sexual harassment may take various forms. It includes but is not limited to the following: verbal abuse or threats of a sexual nature; unwelcome remarks, jokes, innuendos or taunting about a persons sex (often linked with references to the body, attire, age or marital status of the individual); the display of pornographic, sexually offensive or derogatory pictures; unnecessary and unwelcome physical conduct such as touching, patting, pinching; unwelcome sexual invitations or requests, usually of a persistent nature; sexual assault. Gender harassment or sexism may also be one form of sexual harassment.

The University recognizes that persons suffering from life threatening communicable illnesses have a right and a responsibility to continue in their regular work or academic pursuits as long as they are capable of carrying out the duties and obligations associated with those pursuits; and recognizes that individuals who contract a life threatening communicable illness, including AIDS, are entitled to continue in their employment or studies provided that the health, safety and well being of others are not endangered.

The University is guided in the application of this policy by current research findings and medical advice relevant to the individual case.