In all cases, a nomination for membership must come from the head of the academic unit in which membership is sought. If a chair or director is being nominated, the dean of the nominee’s faculty forwards the nomination.

Unless otherwise specified the heads of the academic unit nominating the candidates are responsible for vetting the candidate’s current Curriculum Vitae, ensuring that the criteria, or equivalents, are met. Normally, individuals are appointed as members within a specific academic unit and are considered to represent the departmental member on a graduate supervisory committee.

Membership applications require the chair of the academic unit requesting membership to complete the nomination with the Faculty of Graduate Studies (FGS) Recommendation for membership form. This form is forwarded with the candidate’s current CV to the Faculty of Graduate Studies. If the candidate does not meet the academic unit’s normal expectations for research, graduate supervision and graduate teaching, the head of the academic unit shall justify the nomination in writing. Download the nomination form.

Regular member

To be eligible for regular membership you must be tenured or tenure track (including grant tenured or grant tenure track) and hold the rank of assistant professor, associate professor or professor.  

The head of the academic unit may include restrictions on the length of term or scope of supervisory responsibilities. Such restrictions are to be justified and submitted in writing with the nomination form. Newly appointed tenure track professors are encouraged to take advantage of educational opportunities and materials offered through the Office of the Faculty of Graduate Studies and through the Learning and Teaching Centre.

Associate member 

Appointment as an associate member requires that the chair of the academic unit wishing to appoint someone as an associate member completes and submits the nomination for FGS membership form.

Normally, associate members are employed outside the University of Victoria. In addition, qualified performance instructors, senior instructors, adjunct professors and artists in residence may be appointed.

To be eligible for associate membership you must meet the same criteria required by tenured or tenure track positions (relevant graduate degree, expertise, research background, etc). Normally associate members are restricted to co-supervision with a regular member acting as co-supervisor. Exceptions may be granted by the Dean of the Faculty of Graduate Studies upon recommendation by the academic unit.

Associate membership in the Faculty of Graduate Studies shall be to a maximum of five years (with option to renew). However, the recommendation from the chair of the academic unit may include further restrictions on length of term (less than five years) or supervisory responsibilities.

Emeritus member

Faculty members who were previously regular members of the Faculty of Graduate Studies may continue as members upon retirement. They must be approved by their disciplinary faculty (or functional equivalent) for membership in the Faculty of Graduate Studies and continue to meet the criteria established the Faculty of Graduate Studies.

Appointment as an emeritus member requires that the chair of the academic unit wishing to appoint someone as an emeritus member completes and submits the nomination for FGS membership form.

The head of the academic unit may wish to assign an administrative co-supervisor to assist emeritus members who are not regularly on campus. Emeritus membership in the Faculty of Graduate Studies shall be for a maximum of five years (with the option to renew).

• Only regular members of the Faculty of Graduate Studies and the president or designate of the Graduate Student Society shall have voting rights at Faculty of Graduate Studies (FGS) meetings. All members (regular, associate and emeritus) have the right to attend and speak.
• Only regular members of the FGS shall be eligible for membership on the executive Committee or other sub-committees of the FGS.

Further detail and helpful information concerning the supervision of graduate students.

• Where a person is a member of a faculty that is composed of schools or departments and the decision of a department or school is not to nominate a person for membership in the Faculty of Graduate Studies, that person may appeal to the dean of the faculty in which the person holds an appointment. A decision of the dean of that faculty not to nominate the person is final.
• If the decision of the Dean of the Faculty of Graduate Studies is not to accept the nominee of the department/school/faculty dean, the department/school/faculty dean will be informed within 14 working days. The chair/director/faculty dean may submit further information for reconsideration of the case. If after reconsideration of the case the decision remains, the academic unit may request the Dean of the Faculty of Graduate Studies to form an appeal committee consisting of three members of the Faculty of Graduate Studies. The committee will consist of an appointee of the Dean of the Faculty of Graduate Studies, an appointee of the appellant and a person who is mutually agreed upon by the first two appointees. The committee reports to the Dean of the Faculty of Graduate Studies whose decision is final.
• Where a person is a member of a faculty that does not have schools or departments and the decision of the faculty dean is not to nominate a person who holds an academic appointment at the University of Victoria, that person may appeal to the Dean of the Faculty of Graduate Studies. A decision of the Dean of the Faculty of Graduate Studies to appoint the person is final.
• If a regular member leaves for an appointment at another university while teaching a graduate course or involved in supervision, the member may be permitted to complete these assignments by sending a memo to the Dean of the Faculty of Graduate Studies requesting a nomination for an associate membership restricted to that purpose.

The Office of the Faculty of Graduate Studies promotes the involvement of academic units in determining best practices and resolution of complaint issues regarding the administration of graduate education, and the teaching and supervision of graduate students at the University of Victoria. A Faculty Review Committee composed of one representative from all Faculties, will review and adjudicate matters of concern regarding the teaching and supervision of graduate students. The recommendations of the Faculty Review Committee are advisory and will be acted upon at the discretion of the Dean of the Faculty of Graduate Studies.

• Concerns and complaints concerning the teaching and supervision of graduate students may be brought forward by students, faculty, supervisors, graduate advisors, academic unit chairs, and from the Office of the Dean of the Faculty of Graduate Studies
• The Associate Dean of Faculty of Graduate Studies will put concerns in writing to the Dean of the Faculty of Graduate Studies
• The Dean will strike a subcommittee of at least five members of the Faculty Review Committee to hear the complaint and recommend educational remediation, restorative strategies, restricted membership or dismissal from membership in the Faculty of Graduate Studies.

Approved at the Faculty of Graduate Studies faculty meeting September 29, 2005