Saint Mary’s University

Graduate Student

Handbook - 2023

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Preface

The purpose of this handbook is to provide a useful reference for our graduate students. The

information contained within has been compiled from various sources including the 2023-24

Due to diversity between academic disciplines and the graduate programs offered across the

Faculty of Graduate Studies and Research, it is challenging to write a handbook which applies

to all graduate students at Saint Mary’s. For more detailed information on a particular graduate

program, please contact your program coordinator/director.

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Welcome, or welcome back, to the Faculty of Graduate Studies and Research (FGSR). Since

August 2017, it has been my distinct honour to serve the faculty, staff, and students of Saint

Mary’s as the Dean of FGSR. Before starting my role as FGSR Dean, I also served as professor

of physics for 17 years here at Saint Mary’s University, which all has allowed me to experience

first-hand the support of world-class research and scholarship in Arts, Science and Business, at

all levels of this University — from individual faculty members to our excellent support staff —

pursue graduate studies!

The FGSR oversees all graduate programs in the University, but the administration of each

student’s program is a collaborative effort between FGSR and the individual graduate

program. We work closely together with the Offices of the Deans’ of Arts, Science, and the

Sobey School of Business – as well as the Office of the Vice-President, Academic and

Research – in the oversight and administration of our graduate programs.

Our professors in the Faculties of Arts, Science and the Sobey School of Business offer

diverse graduate-level credentials – spanning the range of PhD, Doctoral and Masters

programs, one Graduate Diploma, and one Post-Baccalaureate Certificate. Our Professional

resources available (see the “Where do I go for help?” section of this Handbook for more

resources).

Best wishes in the pursuit of knowledge and in your personal and professional growth which are

the cornerstones of graduate studies.

Please do not hesitate to contact the staff in the FGSR Office for assistance.

Adam J. Sarty, Ph.D.

Dean, Faculty of Graduate Studies and Research

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Although there are many individuals and university offices/bodies that can assist the graduate

student in progressing through their program, it is the student who must take ultimate

responsibility for ensuring that their degree requirements are met in a timely manner.

guidance from their supervisory committee members (where applicable) and from their program

coordinator/director.

Graduate students are required to abide by all policies and procedures of the University,

including, but not limited to, all academic regulations detailed in the Academic Calendar, the

Safety Policy (also see section 10.0. of this Handbook), the Freedom of Information/Protection

of Privacy Policy, the Policy on the Prevention and Resolution of Harassment and

Discrimination, and the Tri-Council Policy on Research Involving Human Subjects (also see

section 8.0. of this Handbook).

become familiar with is on Conflict of Interest in Research. (http://www.smu.ca/academics/fgsr-

current-policies-and-procedures.html).

Your attention is also directed to the Report of the Expert Committee on Research Integrity by

the Council of Canadian Academics (see

https://cca-reports.ca/reports/honesty-accountability-

and-trust-fostering-research-integrity-in-canada/). The following Fundamental Principles of

Research Integrity have been extracted from the Report:

1. Conduct research in an honest search for knowledge. (Honesty; Fairness; Trust;

Openness)

5. Use research funds responsibly. (Honesty; Accountability)

6. Review the work of others with integrity. (Fairness; Trust)

7. Report on research in a responsible and timely fashion. (Trust; Openness)

8. Treat data with scholarly rigour. (Honesty; Accountability)

9. Treat everyone involved with research fairly and with respect. (Fairness; Trust)

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10. Acknowledge all contributors and contributions in research. (Fairness; Accountability;

Openness)

11. Engage in the responsible training of researchers. (Fairness; Trust)”

In research-based graduate programs with a thesis requirement, the thesis supervisor provides

advisement to the student in the research and thesis development. In optimal circumstances,

concerns forward to the graduate coordinator/director and the Dean of the FGSR.

The thesis supervisor should meet with the graduate student on a regular basis. The frequency

of these meetings varies in accordance to the student’s progress in their program, but a

scheduled meeting at least once a semester is highly recommended.

In some graduate programs with thesis requirements, aside from the thesis supervisor, a

supervisory committee consisting of additional faculty members and, sometimes, relevant

experts from outside of Saint Mary’s may be constituted to aid in the supervision of the thesis

research. The other members of the committee can be seen as “secondary” supervisors who

Program Coordinators/Directors have very important roles in graduate studies at Saint Mary’s.

They have oversight for the program, chair the respective Program Committee, and they

represent each graduate program on the FGSR Graduate Studies Committee. They have key

roles in leading the design and administration of graduate programs, and in advising and

Responsibilities of Graduate Program Coordinators/Directors are defined in the 2022-2025

Collective Agreement (see 13.1.60 and 13.1.61) between Saint Mary’s University and the Saint

program;

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Program Coordinators are administratively responsible to the Dean of the FGSR.

Officers and staff of the FGSR:

related to the learning, progress and well-being of Graduate Students at Saint Mary’s University.

The Administrative Assistant to the Dean provides administrative support to the Dean, Associate

Dean, the Graduate Studies Officer and the Research Grant Officer. The Administrative

Assistant coordinates many of the daily activities in the office.

The Graduate Studies Officer (GSO) oversees the admissions process and administers

scholarships and fellowships. The GSO works closely with the Program Assistant, program

coordinators/directors, the Registrar’s Office and the Financial Services Office in the admission,

monitoring and administration of graduate students and their financial accounts.

funding agencies). However, while some post-award financial administration falls into the

domain of the RGO, Financial Services is the ultimate authority on post-award financial issues.

The Research Office Assistant provides administrative, financial, and admissions support to

both the Faculty of Graduate Studies and Research and the Office of Innovation and

Community Engagement.

There are two staff in the Office of Innovation and Community Engagement: the Director and the

Industry Liaison Officer. The mandate of this office is to facilitate research relationships and

collaborations between faculty members and external partners [i.e. private-sector, public sector

office is also a resource in negotiating research contracts, intellectual property agreements, etc.

section 8.0 in this Handbook.