Graduate Program Manual

1.6 Council of the Faculty of Graduate Studies and Research

The faculty council of a faculty of graduate studies shall consist of (a) the dean of the faculty, who is the chair, (b) the president, and (c) any other persons who are appointed to the faculty council by the general faculties council.

(Post-Secondary Learning Act, SA 2003, c P-19.5, s 28(3))

See our FGSR Council Meeting Schedule and Summary Minutes page on the Faculty of Graduate Studies and Research (FGSR) website for details on past and upcoming council meetings.

Two important and interrelated functions are generally performed by councillors who are staff members:

  • Unit Representatives on the Council of the Faculty of Graduate Studies and Research

They attend Council meetings and act as unit spokespersons in all matters relating to graduate programs. They are also responsible for informing faculty and graduate students in their units of decisions, recommendations, and information emanating from the FGSR Council meetings.

  • Graduate Coordinators

Graduate coordinators must be tenured or tenure-track faculty members. The term “Graduate coordinators” also refers to associate chairs, associate deans, directors, or any other individual officially designated as being responsible for the unit’s graduate programs.

(FGSR Council 2001/11/09)

Graduate coordinators have a duty to ensure that departmental and faculty rules are administered in a fair and equitable manner. This often involves going beyond a mere application of the rules, and may entail using moral persuasion on colleagues and students.

However, since the various units within the University contain a variety of graduate programs and operate under a diversity of policies, regulations and customs, the exact role of the graduate coordinator will vary.

Included within these two functions are the following specific responsibilities:

  • Admitting applicants to graduate programs;
  • Acting as an adviser concerning the appointment of supervisors, supervisory committees, and external examiners;
  • Acting as an adviser concerning any changes to a student's status or program;
  • Carrying out FGSR policies relating to graduate students;
  • Acting as a liaison between the FGSR and the unit;
  • Coordinating financial aid for graduate students, including fellowships and assistantships;
  • Monitoring the academic progress of graduate students;
  • Providing advice to graduate students on the rules and procedures of the FGSR and the department; and
  • Initiating and coordinating graduate student recruitment activities.

(FGSR Council, 1985/05/21 and 1986/11/28)

Relationships between graduate coordinators and the staff and students in their program(s) should be academic. Any personal relationships that alter or affect this academic relationship may constitute a conflict of interest (e.g. familial or intimate relationship, business relationship).

In addition, a conflict of interest may arise when graduate coordinators make decisions concerning students that they supervise. In accord with GFC policy, any possible conflict of interest should be disclosed. Persons may not act as graduate coordinators for matters in which they have a conflict of interest.