Supervisor Responsibilites

Selection

Discuss with prospective students the individual philosophy of supervision and any performance expectations for students. This may include such issues as assisting with ongoing research, authorship, course selection, writing grant or scholarship applications or availability as a supervisor. Encourage students to state their expectations when applying
Choose students (both Master’s and doctoral) carefully by reviewing files, contacting referees, and corresponding with prospective applicants (especially at the doctoral level)
If possible, doctoral applicants should be encouraged to visit the Faculty prior to making a final decision
Send a copy of correspondence to the Associate Dean (Graduate)

Communicate with students regarding course program selection; refer non-academic queries to appropriate office (e.g., Associate Dean, Student Housing, Student Awards, International Student Office).

The supervisor for course-based and thesis-based students will be appointed as soon as the student arrives to begin his or her program of studies. The original Appointment of Supervisor form will be sent to the FGSR, and a copy retained in the Graduate Programs Office. The original Appointment of Academic Advisor and Coach Mentor form is retained in the students’ file held in the Graduate Programs Office.
As per the University Calendar and FGSR’s Graduate Program Manual, an introductory meeting between the supervisor and graduate student should be held during the term in which a supervisor is first appointed. Topics to be discussed include program requirements, academic integrity requirements, the role of the supervisor, the preferred means of communication, the availability or non-availability of funding, and scholarly practices and outputs.
Supervisors are to use FGSR’s Template Conversation Checklist for a New Graduate Student: https://uofa.ualberta.ca/graduate-studies/about/resources-for-faculty-and- staff/resources-for-graduate-coordinators
For more information visit Supervision and Examinations in the University Calendar: http://calendar.ualberta.ca/content.php?catoid=6&navoid=843#supervision-and- supervisory-committees

Meet regularly to provide guidance and feedback
Approve all changes to the student’s graduate program
Recommend appropriate courses
In discussion with the student, establish a Supervisory Committee of at least two professors within the first year of the program. The Supervisory Committee members will normally serve on the final examining committee. Submit names to Associate Dean for approval
Arrange for an annual review meeting with each student to discuss progress and set goals for the next year
Arrange a thesis proposal meeting once the final proposal has been prepared. This is generally after, or near, completion of course work. Complete and sign working agreement
Select an appropriate arms-length examiner for the final examination committee
Arrange dates of final oral examination at least four weeks in advance, and file appropriate form with Associate Dean
Recommend to the Associate Dean a chair for the final oral examination. This must be a faculty member from our Faculty, who is not a member of the examination committee.

Prior to Candidacy

Meet regularly to provide guidance and feedback
Approve all changes to graduate program
Recommend appropriate courses
In discussion with the student, establish a supervisory committee (at least three full-time professors). This should be done no later than the end of the first year

Candidacy

After discussion with the student, recommend members to the Associate Dean for establishment of an examination committee. This committee must include the supervisory committee plus at least two additional professors who must meet the criteria to serve as arms-length examiners.
The supervisor should recommend a faculty member to chair the examination. The committee chair is not an examiner for doctoral examinations. The chair should not have real or apparent conflict of interest with the student or any of the examiners.
Arrange candidacy examination (written and oral) and ensure that official notice is given to the FGSR at least four weeks in advance. The candidacy examination shall be under the direction of the examination committee Chair.
Notify Associate Dean regarding success of candidacy examination. Complete and sign working agreement.

Final Examination

Choose an external examiner at least eight weeks in advance of the date of examination and informally contact them regarding their willingness and availability. A nomination for an external examiner should then be made to the Associate Dean and will include a CV and short statement regarding his/her qualifications. Note that the Faculty of Graduate Studies and Research is particularly interested in the external examiner's current scholarly publications and experience with supervision and examination of doctoral students. It is important that the external examiner not be associated in any way, past or present, with the supervisor or the student.
Recommend to the Associate Dean a chair for the final oral examination. The committee chair is not an examiner for doctoral examinations. The chair should not have real or apparent conflict of interest with the student or any of the examiners.
Arrange for the final examination, including an open public presentation by the candidate, and ensure that official notification of same is submitted to FGSR at least four weeks in advance.
The final oral examination shall be under the direction of the examination chair.
Notify the Graduate Program office and Associate Dean regarding success of final examination.

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