Faculty of Graduate Studies

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Faculty of Graduate Studies

Organizational chart Reeta Tremblay Vice-President Academic

Disciplinary Deans

Aaron Devor Dean, Faculty of Graduate Studies

Jim Dunsdon Associate Vice-President Student Affairs

Heads of Academic units

Associate Deans

Graduate Executive Committee Reps from all Faculties

Lauren Charlton Registrar

Faculty Members

Assistant Dean Angela Martin

Graduate Advisors In every academic unit

Bert Annear Acting Director, GARO

Graduate Faculty Members All tenure & tenure track faculty Associate & Emeritus Members

GARO Clerks

Graduate Secretaries In every academic unit

Faculty of Graduate Studies

Fast Facts Degrees offered: PhD, LLM, MA, MASc, MBA, MEd, MEng, MFA, MMus, MN, MPA, MPH, MSc, MSW.

14.8% of UVic Students

(FTEs or Headcounts)

25.2% Doctoral students 71.3% Masters students 3.5% Non-degree, Certificate, Diploma students 70.7% Traditional Academic programs 29.3 % Professional Masters program students 15.9% INTL students

Faculty of Graduate Studies Fast Facts >140 regular programs in 45 Academic Units Masters programs in all but Women’s Studies 65% have Doctoral programs Special Arrangements & INTD Graduate Certificate & Diplomas Average age 31 yrs 850+ Regular + >600 Associate & Emeritus Faculty members

Faculty of Graduate Studies

Total UVic Graduate FTEs Up 51% since 2000

2800 2600

2690

Up 20% since 2000

2400

2459

2142 2200 2225 2141

2000 2010

1800 1600

1868 1779

2049

2078

Up 26% since start of expansion

2075

Expansion baseline here

1400

2000-01 2001-02 2002-03 2003-04 2004-05 2005-06 2006-07 2007-08 2008-09 2009-10 2010-11

Faculty of Graduate Studies Grad Students are:

Leaders of today & tomorrow Academic leaders Research Leaders Professional leaders Artistic leaders

UVic’s largest group of researchers Creating knowledge now Leading research in the future

Teachers of undergrads

Building the next generation of citizens The next generation of faculty

Faculty of Graduate Studies Graduate Students’ Home Faculties Business (4.4%) Education (14.9%) Engineering (13.4%) Fine Arts (3.6%) Human & Social Dev. (21.8%) Humanities (9.4%) Law (1.3%) Science (14.4%) Social Science (16.5%)

Faculty of Graduate Studies What does Grad Studies do? Support for Programs, Faculty, Staff, & Students Recruitment support Program development & support Admissions & Records policies Policy development & exceptions Mentoring & professional development for students, faculty & staff Internal & external scholarships & awards Advocacy for better resources Problem solving & appeals Final oral examinations Convocation

Faculty of Graduate Studies What do Grad Advisors do? Represent FGS in academic unit Coordinate graduate student recruitment & admissions Attend FGS meetings Advise & administer FGS policies Assist with program development Make recommendations for scholarships & awards With unit head, recommend faculty for FGS membership Monitor graduate student programs Support graduate student supervision Assist with problem solving & appeals Monitor oral examinations & degree completions

Faculty of Graduate Studies Academic Units

Faculty hiring, tenure, & promotion Recommending FGS memberships Faculty teaching assignments Teaching assistant assignments Space allocations

Grad Studies

FGS Policies & Exceptions Approval of FGS Memberships Approval of FGS instructors INTD & Special Arrangements Appeals Convocation

Shared Responsibilities Grad student recruitment New program development Curriculum & program review Grad student supervision Scholarships & awards Final oral examinations Problem solving

Faculty of Graduate Studies Membership in FGS Required for supervision of grad students Not required for sessional teaching Approval of both Deans is required

Conditions for Membership Doctoral degree is normally required. Demonstrated commitment to scholarship, professional, or (where appropriate) artistic achievement. Interest in and commitment to graduate teaching & supervision.

Length of Term Tenure-track UVic Faculty = Length of appointment Associate Members = Up to 5 years renewable Emeritus UVic Faculty = Up to 5 years renewable

Faculty of Graduate Studies Mentorship and Graduate Supervision: The Professional and the Personal Building the next generation of citizens and Becoming the next generation of scholars/ faculty

Faculty of Graduate Studies Reflections on mentoring What kind of mentoring did I receive? ■ How did it compare to the mentoring received by students who were different from me in race, gender, age, ability, or family background? ■ What did I find helpful and unhelpful about the mentoring I received? ■ How well would the mentoring I received apply to the graduate student population today? ■ How well did my mentors help me progress developmentally through my graduate program? ■ How do the people and questions in my field present challenges that differ from when I was in graduate school? ■ How well did my mentors prepare me for my career? ■ What kinds of mentoring did I not receive that would have been helpful to me?

Faculty of Graduate Studies Fostering Effective Relationships Brown & Atkins (1988) suggest that graduate student supervision is probably the most complex and subtle form of teaching in which a professor engages.

Faculty of Graduate Studies Stages of Graduate Student Development Transition from undergraduate to graduate student Transition from coursework to thesis Transition from graduate program to life afterwards

Faculty of Graduate Studies Foster Student Engagement “Sense of belonging” Bargar and Mayo-Chamberlain (1983) refer to graduate student/faculty relations as the single most important aspect of the quality of students’ graduate experience ………... They also point out, however, that graduate supervision is usually the single most disappointing aspect of students’ experience as well (p. 407). Good supervision and mentoring are vital to student success in graduate school. Unfortunately, as Repak (2002) found these are also the areas of graduate experience where students are most likely to express disappointment, insecurity and isolation.

Faculty of Graduate Studies

“ M entorship

does not have to be complicated or overly time consuming. If you are looking for a little guidance on how and where to get started, just think of all the things you look for in a mentor--an objective ear, the unvarnished truth, some words of encouragement and unbiased feedback, a willingness to provide a reference or make a key introduction--and look for someone you can offer them to. Just as you are looking for someone ahead of you to reach back and show you the way, you need to reach back to those who are trying to achieve what you already have, who are struggling to get where you are”.

Graves, Earl Sr. “IF YOU WANT A MENTOR, BE A MENTOR”. Black

Enterprise, 00064165, Feb2007, Vol. 37, Issue 7

Faculty of Graduate Studies Mentoring is a relationship. At the same time, it is a journey mentors and mentees embark on together. Throughout this journey, two or more individuals help each other arrive at a destination called professional excellence. Naturally, the journey can be challenging, with occasional muddy trails and blind spots but with many more panoramic lookouts and high points.

Good mentoring is simply “the best way to get there.”

Faculty of Graduate Studies What does a mentor do? • Guides, advises, advocates, role model • Creates a challenging yet safe context for growth • Focuses on the development of the individual

Hallmarks of Good Mentoring Enthusiastic -- demonstrates a keen and genuine interest in students and their learning Caring – listens, demonstrates regard for students, supporting the development of learning environments Teacher -- communicates knowledge and skills within a supportive learning environment Role model -- mentors act as role models for students demonstrating professionalism, caring and self confidence Helpful -- setting goals with learners, helping them to reason, adjust and make progress (and keep administrative issues to a minimum) Inspirational -- mentor provides a vision for students, facilitating the development of individual students to maximize their personal growth Builds Partnerships -- learning is negotiated and planned by both the mentor and student Motivator – stimulates, encourages and sets demands

Faculty of Graduate Studies Roles for Mentors Navigator

Faculty of Graduate Studies Keeping the Relationship “Plumb” 1. Discussing expectations (including those that are not programbased such as attendance at meetings, grant application help, RA/lab duties, etc.) 2. How to manage time, establish goals, and follow deadlines 3. Explore/exchange views about working and communication habits. Stress the need to maintain contact and discuss/recognize the other demands on each other’s time 4. How to learn to ‘hear’ feedback/criticism 5. The imperative of academic integrity and honesty

Faculty of Graduate Studies Transition from undergraduate to graduate student Coursework – expectations and demands Funding opportunities Administrivia

Faculty of Graduate Studies Other Roles for Mentors Networking/Helping Make Connections to: • Discipline • Research Area • Professional Organizations • Professional conferences • Funding Opportunities • Job opportunities

Faculty of Graduate Studies

Who Else? Other students • Dept • GSS • Student Transition Centre • Research lab

Faculty of Graduate Studies Faculty –Student Relationships Ethical professional behavior Agreed-on set of shared values Set boundaries and discuss expectations (be transparent about the principles of right/wrong) “Recognize and Refer”

Faculty of Graduate Studies

“Responsibilities

in the Supervisory Relationship” document. http://web.uvic.ca/gradstudies/students/supervisor.php

- clearly outlines the roles and responsibilities of the student, supervisor, and university at the graduate level and gives concrete guidelines on how to create and maintain positive working relationships between students and supervisors.

Faculty of Graduate Studies Principles

(Am. Psychological Assn, 2002)

Beneficence/Nonmaleficence Fidelity and Responsibility Integrity Justice Respect for People’s Rights and Dignity

Faculty of Graduate Studies

Ethical Dilemmas Power Graduate student-supervisor relationships always involve an inherent power imbalance. International graduate students often perceive a greater power imbalance between themselves and their supervisor than Canadian students do, because Canada is what is termed a low power distance culture, in which the difference between the social status of the student and the professor is much less than it is the high power distance cultures of Africa, South America or East Asia (Hofstede, 1999). In high power distance cultures, deference to authority prevents students from openly disagreeing with the professor and makes it almost impossible for them to say ‘no’ to any requests from the supervisor even if the request is unrealistic (overtime work, deadlines they will not be able to meet).

Faculty of Graduate Studies Other Ethical Dilemmas Authorship Intellectual Property • http://idc.uvic.ca/cmsMain/uploads/UVic%20IP%20Policy .pdf

Interpersonal Behaviors • Confidentiality • Matters of “difference” • Personal boundaries

Others?

Faculty of Graduate Studies What is Handy to Know? Know what’s in the UVic Grad Calendar Use the FGS web site http://web.uvic.ca/gradstudies/

Know the “Responsibilities in the Supervisory Relationship” document.

http://web.uvic.ca/gradstudies/students/supervisor.php

Be proactive when things don’t feel right Call on us. We’re here to help you!

Faculty of Graduate Studies

Some Ideas for How to Start: Engage students in ongoing conversations Demystify graduate school for students Provide constructive and supportive feedback Provide encouragement Foster networks and multiple mentors Look out for students’ interests Be open and approachable.

Faculty of Graduate Studies Creating supportive environments for graduate students can lead to: • Enhanced satisfaction for all • Enhanced productivity • Enhanced ‘reputational advantage’ for the faculty member, the academic unit and the university

Faculty of Graduate Studies How can you support student success? Participate actively in recruitment & retention Be a proactive mentor for your students Teach & model culture along with content Ensure clear & consistent program expectations Assist with student applications for awards Celebrate student successes Stay in touch with FGS Know the rules! Ask for help when you’re unsure!

Faculty of Graduate Studies Who Does What in the Dean’s Office? Dean Phone: Email: Assistant:

Dr. Aaron Devor 721-7970 [email protected] Ms. Kimberly Eden

Assoc. Dean Dr. Margot Wilson Phone: Email: Assistant:

472-5209 [email protected] Ms. Sasha Prynn

Assoc. Dean Dr. Pat MacKenzie Phone: Email: Assistant:

721-7970 [email protected] Ms. Lisa Murray

Asst. Dean

Ms. Angela Martin

Phone: Email: Assistant:

472-4939

[email protected] Ms. Lisa Murray

     

Strategic Directions New Programs Student Funding Development Graduate Executive & FGS meetings Appeals

     

Interdisciplinary Programs Special Arrangements Degrees International Grad Students SSHRC Fellowships Committee Pro-D for Grad Students Academic Exceptions

 Admissions & Awards Committee

 Memberships in FGS  Calendar Changes  NSERC & Health Fellowships  Prod-D for Grad Faculty Academic Exceptions     

Assisting Deans Managing Faculty memberships Calendar Changes Special projects Academic Exceptions

Faculty of Graduate Studies Who Does What in the Dean’s Office? INTD Grad Advisor

Dr. Alexandra Branzan Albu [email protected]

Asst. to Dean Devor

Appts with the Dean Graduate Executive FGS meetings Website Manager

Ms. Kimberly Eden 250-472-5187 [email protected]

Asst. to Dr. Wilson

Appts with Dr. Wilson Appts with Dr. Branzan Albu Doctoral Oral Exams Withdrawals with Permission

Ms. Lisa Murray 250-472-5209 [email protected]

Asst. to Dr. Mackenzie Asst. to Ms. Martin Ms. Caroline Lawrence 250-721-7970 [email protected]

Reception

Student advising Admissions Faculty support

Ms. Cynthia Kinney 250-721-7970 [email protected]

Appts for Dr. MacKenzie & Ms. Martin Masters Thesis Orals Speaker’s Bureau Reception General Enquiries

Scholarships Officer Ms. Carolyn Swayze 250-472-5186 [email protected]

Scholarships Officer Ms. Kathy McCarthy 250-472-5402 [email protected]

Grantscrafting

SSHRC: Mr. Klaus Jahn NSERC: Dr. Brad Buckham CIHR: Dr. Kelli Stajduhar

Scholarships Asst Ms. Elaine Moore 250-721-8451 [email protected]

Special Projects

Ms. Maggie McCartie 250-853-3666 [email protected]

Phone: 250-721-7970 Fax: 250-721-8957 Email: [email protected] Location: A207 University Centre URL: web.uvic.ca/gradstudies

UVic Fellowships UVic Grad Awards AIS Donor Awards Tri-Council Awards Other ext awards Student advising Adjudication cmtes

Tri-council Awards Student coaching Faculty coaching Scholarships General Enquiries Academic Income Supplements Travel Grants Special projects Website updates

Faculty of Graduate Studies Who Does What in the Records Office? Acting Director Bert Annear 250-472-5328 [email protected] [email protected]

Assistant:

Kathy MacLeod 250-721-8717 [email protected]

GARO Officer Tricia Charlton 250-472-5057 [email protected]

GARO Officer Yvonne Moore 250-721-8716 [email protected]

Acting GARO Officer Sherry Graver 250-721-8715. [email protected]

New Programs Problem Solving Policy Interpretation Oversees Admissions Xtender functional support Banner Admissions Issues Department Admin. Asst. Appts with Director Letters of Permission Western Deans’ Agreement Visiting Research Students INTL Admissions INTL Evaluations

Acting Senior GARO Clerk Bettina Mueller-Browne 250-721-8573 [email protected]

Clerk Training & Support BIOC, MICR, CHEM, CMSC, EOSC, INTD, MATH, STAT, PHYS, ASTR, PSYC

GARO Clerk

PADM, MACD, ENGL, FREN, GEOG, GERM, GRS, HINF, HISP, NUHI, PACI, SOCI, WS

Melissa Manuel 721-7974. [email protected]

GARO Clerk Whittney Ayers 250-721-7976. [email protected]

GARO Clerk Sarah Burrough 250-472-5419 [email protected]

GARO Clerk Approval of leaves Continuity of Registration Banner records concerns Tuition & fees Grades Below ‘B’ Academic Standing INTL Admissions Domestic Admissions INTL and Evaluations

Diane Price 250-721-7486 [email protected]

Reception Kristy Brimacombe Kate Charlton 250-472-4657. [email protected]

Clerks Lynne West Anne Humphrey Courteney Diaczuk Scott Baker

BIOL, CYC, ELEC, IGOV, MECH, NURS, SDH, SOCW, SPP EDCI, EDUC, EPLS, EPHE, POLI ANTH, BUSI, ECON, HA, LAW, LING, MUS, NEUR, PHIL, THEA, VART, WRIT

Front counter Reception Mail Email Admissions Registrations Pro formas

Phone: 250-472-4657 Fax: 250-472-5420 Email: [email protected] Location: A206 University Centre

Faculty of Graduate Studies

Phone: 721-7970 Fax: 721-8957 Email: [email protected] Location: A255 University Centre URL: web.uvic.ca/gradstudies

Faculty of Graduate Studies

Thanks!