Membership in the Faculty of Graduate Studies

The Faculty of Graduate Studies is committed to excellence in the supervision of graduate students. Members of the Faculty of Graduate Studies demonstrate commitment to scholarship, professional achievement and, where appropriate, credentials or artistic achievement.

As members of supervisory committees, Faculty of Graduate Studies members play a key role in guiding graduate students to success. Appointments to membership in the Faculty of Graduate Studies are made by the Dean of the Faculty of Graduate Studies.

There are three categories of membership:

Regular membership is restricted to tenured and tenure track faculty members appointed at the University of Victoria. Membership will normally be granted for the length of the member’s academic appointment and with all supervisory privileges within their home academic units.

Associate membership is restricted to non-tenured or non-tenure-track teaching faculty, adjunct and limited term faculty, postdoctoral fellows, artists-in-residence and sessional instructors appointed at the University of Victoria who wish to serve on supervisory committees or to supervise graduate students. Membership will normally be granted for the length of the member’s academic appointment to a maximum of 5 years, renewable as appropriate, and with only those privileges that the Academic Unit recommends and the Dean of Graduate Studies approves. Associate members are normally restricted to co-supervision with a Regular member.

Any faculty members, including Regular members of the Faculty of Graduate Studies, who wish to supervise students outside their home Academic Unit must apply for Associate membership through the outside unit.

Regular members who have resigned their position at the University of Victoria (including Emeritus professors) who wish to continue to supervise or co-supervise graduate students must secure and maintain an Adjunct appointment to qualify for Associate membership.

Affiliate membership is intended for appropriately qualified individuals who do not hold academic appointments at the University of Victoria but wish to serve as members on supervisory committees. Membership will normally be granted upon request of the academic unit, either for the duration of study of a particular student or, in the case where the individual may be asked to serve on several student committees, for a maximum of 5 years, renewable as appropriate, and with only those privileges that the unit recommends and the Dean of Graduate Studies approves. Affiliate members may not supervise or co-supervise graduate students.

Regular Members who have resigned their position at the University of Victoria (including Emeritus professors) who wish to continue to serve on supervisory committees are eligible for Affiliate status.

Conditions of Membership in the Faculty of Graduate Studies

All members of the Faculty of Graduate Studies must observe the policies and procedures of the University of Victoria that are relevant to the work they carry out under their membership (such as, but not limited to, supervision of graduate students, service on graduate student supervisory committees, and teaching graduate courses).

All members of the Faculty of Graduate Studies who supervise or co-supervise students must hold a current academic appointment with the University of Victoria. All members must display interest in, commitment to, and capabilities for the supervision of graduate students.

Regular and Associate members may serve as ‘inside’ members for supervisory committees within their Academic Unit, and as ‘outside’ members for supervisory committees in academic units in which they do not hold an appointment in FGS. Affiliate members may serve as 'inside' or 'outside' members on supervisory committees.

Procedures for becoming a member of the Faculty of Graduate Studies

Appointment to membership in the Faculty of Graduate Studies is made by the Dean of Graduate Studies or their designate based on a nomination from the head of the academic unit. While such appointments will not unreasonably be withheld, the Dean of Graduate Studies may decline to appoint an individual where there is not sufficient evidence that the nominee meets the criteria for membership commensurate with the requested category of membership, as defined in section 2 of the Faculty of Graduate Studies Membership Policy.

Nomination for membership of the Head of an Academic Unit is made by the Dean of the nominee’s faculty, including the case where the Dean is the Head of the Academic Unit.

A Recommendation for Membership form must be completed and forwarded to the Office of the Faculty of Graduate Studies together with the nominee’s current CV and a copy of the appointment form (for Associate members only).

The nominator is responsible for ensuring that the nominee meets all criteria in section 2 of The Faculty of Graduate Studies Membership Policy. In the case where the candidate does not meet the Academic Unit’s normal expectations for research or graduate supervision, the Head of the Academic Unit shall justify the nomination in writing.

The nomination form shall indicate any existing or recommended restriction on the length of term or supervisory responsibilities (including for the appointment of Regular members). Any restriction on nominees for Regular membership shall be justified in writing. Nominees for Associate membership who wish to supervise graduate students will normally be restricted to co-supervision with a Regular member as co-supervisor, with any exceptions desired by the Academic Unit justified in writing.

Affiliate members must accept the terms and conditions of Affiliate membership that accompanies the letter of appointment from the Faculty of Graduate Studies.

 

Voting rights at Faculty of Graduate Studies Council Meetings and Membership on the FGS Graduate Executive

All Regular members of the Faculty of Graduate Studies are entitled to attend Faculty of Graduate Studies Council meetings and to take part in debate.

Only Graduate Advisors or equivalent, ex officio members with voting rights, and appointed/elected student representatives may vote at the Faculty of Graduate Studies Council.

Only Regular members of the Faculty of Graduate Studies shall be eligible for membership on the Graduate Executive Committee of the Faculty of Graduate Studies. The Chair of the Graduate Students’ Society is a member ex officio.

Appeals

The decision of the Head of an academic unit not to nominate an individual for an Affiliate appointment is final and may not be appealed.

Where an individual 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 an individual who desires a Regular or Associate appointment, that individual may appeal to the Dean of the discipline faculty.

Where it is the decision of the faculty Dean not to nominate an individual who desires membership in the Faculty of Graduate Studies, that individual may appeal to the Dean of Graduate Studies.

While the decision of the Dean of Graduate Studies is normally final, the nominator may submit further information for reconsideration by the Dean of Graduate Studies.

If, after reconsideration, the decision of the Dean of Graduate Studies is unchanged, the nominator may request the Dean form an appeal committee consisting of three Regular members of the Faculty of Graduate Studies, where one member is appointed by the Dean of Graduate Studies, one by the appellant, and one mutually agreed upon by the first two appointees. The committee shall consider only those written materials submitted with the nomination and will make a recommendation within 15 working days, indicating majority and minority opinions as applicable, to the Dean of Graduate Studies, whose decision upon due consideration of the recommendation(s) will be final.


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