Welcome to the Faculty of Graduate Studies and Research (FGSR). If you are a graduate student here at Saint Mary’s University, or if you are a Saint Mary’s University Professor, or a Research Assistant or Associate / Postdoctoral Researcher / Research Lab manager ... you are all part of FGSR, and we are here to support your success!
Since 2017, it has been my distinct honour to serve the faculty, staff, and students of Saint Mary’s as the Dean of FGSR, and the Associate Vice-President Research. Before starting my role as FGSR Dean, I also served as professor of physics for 17 years here at Saint Mary’s University, which 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 — right up to the Vice-Presidents’ and President’s Offices.
With an impressive diversity of graduate programs and research activities which continue to grow and expand and evolve in our changing times, Saint Mary’s can confidently stand as one of the most research-intensive small universities in Canada —even as that descriptor “small” ensures that we maintain our uniquely Santamarian advantages, including the benefit of a strong sense of community and accompanying mutual supports. This all ensures that Saint Mary’s University is a great place to pursue graduate studies and engage in research!
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 in a model of Joint Governance to ensure a high level of careful oversight and administration for all graduate programs.
Our professors in the Faculties of Arts, Science and the Sobey School of Business offer over 30 diverse graduate-level credentials – spanning the range of PhD, Doctoral and Masters programs, Graduate Diplomas, and one Post-Baccalaureate Certificate. Our Professional and Research-based programs capitalize on the vast range of expertise areas of our professors, and on Saint Mary’s tight community connections to offer high calibre graduate programs across all of the Faculties.
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 ResearchAssociate Vice President, Research
FGSR Staff:
Dr. Adam Sarty
Associate Vice President, Research / Dean - FGSR
adam.sarty@smu.ca
Dr. Colleen Barber
Associate Dean, FGSR – Student Affairs
associatedean.fgsr@smu.ca
Shane Costantino
Administrative Assistant to the Dean
shane.costantino@smu.ca
Heather Gray
Graduate Studies Officer
heather.gray@smu.ca
Leah Ray
leah.ray@smu.ca
Tanya Carroll
Program Assistant
fgsr@smu.ca
Marlene Ramos
Research Grants Officer
rgo@smu.ca
Kevin Buchan
Director – Office of Innovation & Community Engagement (OICE)
kevin.buchan@smu.ca
Danielle Goodfellow
Industry Liaison Officer - OICE
danielle.goodfellow@smu.ca
Vanisa Omicevic
Research Office Assistant - OICE
oice@smu.ca
Orshy Torok
Research Ethics Officer – REB
ethics@smu.ca
Caila Henderson
Animal Care Coordinator / Aquatic Facility Manager
animalcare@smu.ca
Officers and staff of the FGSR:
The Dean of the FGSR is mandated by the Senate and the Board of Governors to be the administrative and academic leader of the FGSR. The following officers and staff report to the Dean of the FGSR.
The Associate Dean – Student Affairs assists the Dean of the FGSR in addressing issues 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.
The Program Assistant is the main point of contact for the FGSR. They assist the Graduate Studies Officer with all aspects of the admissions process and respond to student enquiries.
The Research Grants Officer (RGO) is responsible for all pre-submission issues related to research grant applications and some post-award issues (e.g. some reporting responsibilities to 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 (outside of the public granting agencies) and NGO’s], as well as to be a means of transfer of applied research outcomes into the private sector (i.e. knowledge and technical transfer). The office is also a resource in negotiating research contracts, intellectual property agreements, etc.
The Research Ethics Officer reports administratively to the Dean of the FGSR. However, due to the mandatory arms-length relationship between Universities and their REBs, the Officer to the REB works on a day-to-day basis with the Chair of the REB who reports to Senate.
A list of our Graduate Program Coordinators can be found at: https://www.smu.ca/fgsr/fgsr-contact-us.html
This section attempts to clarify the roles and responsibilities of individuals and offices/bodies of the University. Starting with you, the student, and working upwards through the organizational structure of your program and the University, roles and responsibilities are characterized below:
The graduate student:
Graduate students play special roles in universities. They are students in the traditional sense, but may also have roles as research assistants/collaborators, teaching assistants, and mentors to undergraduate and other graduate students. Many academic committees of the University have positions reserved for graduate students, so they can also have input into the decision making activities of the University. It is the particular responsibility of students to ensure that they meet all their program requirements within the regulated time-for-completion of their graduate programs. (see Academic Regulation 16 in the 2026-27 Academic Calendar)
The graduate student is ultimately responsible for ensuring that:
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.
Graduate students must register for every semester (including summer) until completion of all requirements for the degree (see Academic Regulation 5 in the 2026-27 Graduate Academic Calendar). This is an active process. Students must register for the appropriate courses and/or thesis/program continuation status on Banner Self Service (https://www.smu.ca/selfservice/) every semester until all degree requirements have been met. Students must obtain all required approvals by professors, supervisors, and program coordinators/directors before registering. If a student anticipates that they may have to interrupt their graduate program for any reason, they should talk to their thesis supervisor(s) and program coordinator/director as soon as possible.
In research-based graduate programs, students should acknowledge the vital role of their thesis supervisor(s). Students should maintain communication with their supervisor(s) and, seek and give consideration to their advice. Similarly, students should solicit advice and 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, 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.
Of particular importance to all researchers at Saint Mary’s is the Senate Policy on Integrity in Research and Scholarly Activity. This Policy identifies the responsibilities of all researchers at Saint Mary’s in carrying out research ethically and with integrity. The Policy defines scholarly misconduct and outlines the procedures for investigating allegations of scholarly misconduct. Another policy to become familiar with is on Conflict of Interest in Research.
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:
The thesis supervisor:
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, the supervisor also mentors their graduate students.
The thesis supervisor may also offer guidance on course selection; however, the program coordinator/director should be considered the authority in this area. Finally, the thesis supervisor also monitors the student’s progress within their program. The thesis supervisor should provide feedback to the student on their progress on a regular basis and, if warranted, bring 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.
The supervisory committee:
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 can provide advice and act as sounding boards for various aspects of the thesis research. It is recommended that a scheduled meeting of the supervisory committee and the student is held at least once a year to review progress and make recommendations on the research activities. Members of the supervisory committee usually serve as examiners (but not the external examiner) at the thesis defence.
The Program Coordinator/Director:
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 monitoring graduate students.
Responsibilities of Graduate Program Coordinators/Directors are defined in the 2025-2028 Collective Agreement (see 13.1.60 and 13.1.61) between Saint Mary’s University and the Saint Mary’s University Faculty Union and include:
Program Coordinators are administratively responsible to the Dean of the FGSR.
The following is a list of first points of contact and resources available to graduate students:
For questions about your academic program (e.g. courses, program procedures):
- program coordinator/director
- the 2026-27 Graduate Academic Calendar available at: https://smu-ca-public.courseleaf.com/graduate/
- program handbooks (if available for your program - check with your program coordinator/director)
For questions about fellowship and scholarship payments or fee assessments:
- Heather Gray (Arts and Science programs) or Leah Ray (Commerce and professional programs), the Graduate Studies Officers. You may be directed to administrators in your program, the Service Centre, or the Registrar’s Office, but the Graduate Studies Officers should be your first contact in sorting out such issues.
For questions about your thesis research:
- thesis supervisor
- other members of your thesis supervisory committee (if applicable)
For questions on Intellectual Property matters, or if you are interested in commercializing your research, contact the Office of Innovation and Community Engagement.
For general inquiries of the FGSR Office, contact the Program Assistant or the Administrative Assistant to the Dean.
For questions on Information Technology (IT) Services (e.g. computer connectivity), visit https://www.smu.ca/academics/enterprise-information-technology.html and/or the Enterprise Information Technology Help Desk located on the second floor of the Loyola Building, Room L-268 and the first floor of the Atrium Building.
For questions on student services (i.e. services designed to support students' psychological, physical, cultural, spiritual, emotional and educational development), visit https://www.smu.ca/saas/ and various offices located in the O’Donnell-Hennessey Student Centre.
For international students requiring orientation with Saint Mary’s, Halifax and Canada, the International Centre is the best place to start (http://www.smu.ca/international/the-international-centre.html; international.centre@smu.ca; 3rd floor, O’Donnell-Hennessey Student Centre, Room 300; Tel: (902) 420-5525).
For questions relating to parking on campus, visit https://www.smu.ca/about/facilities-parking.html
Please note: Fellow graduate students and individual professors can often be good sources of information; however, be aware that sometimes information can be misinterpreted or miscommunicated, leading to confusion and frustration. Students are well advised to follow-up on information provided by these sources from documented sources, your program coordinator or relevant FGSR staff.
Receipt of stipends, scholarships or salary payments related to your graduate program:
If you are a recipient of funding to help support your graduate program, congratulations! In this section we are referring to funds directly related to your graduate program, not “outside” sources of funding such as parents, partners, part-time employment, bank/student loans, etc.
Funding to help support your graduate program may come from various sources, including the following:
(i) external scholarships/fellowships (e.g. Tri-Agency [NSERC, SSHRC, and CIHR] scholarships; provincial granting agencies; research foundations; individual government agencies and departments; non-governmental agencies, charitable organizations, foreign governments)
(ii) internal “named” scholarships (e.g. the Bernard Kline Memorial Scholarship, John Despard deBlois Scholarship)
(iii) FGSR Graduate Fellowships or Graduate Awards
(iv) fellowships from thesis supervisors’ research grants
(v) salary from thesis supervisors’ research grants
(vi) salary from departmental teaching assistantships (TAs)
(vii) salary from current employers specifically for pursuing your graduate program.
Categories (i) through (iv) are handled under Paragraph 56(1) (n) of the Canada Revenue Act (see https://www.canada.ca/en/revenue-agency/services/tax/technical-information/income-tax/income-tax-folios-index/series-1-individuals/folio-2-students/income-tax-folio-s1-f2-c3-scholarships-research-grants-other-education-assistance.html) and are considered “amounts paid or benefits given to persons to enable them to advance their education”. Students normally receive a T4A slip for income tax purposes associated with income from these categories.
Categories (v) through (vii) are employment salary or wages “for services rendered”. Students should receive a T4 slip for Income Tax purposes associated with income from these categories.
Further characterization of fellowship and scholarship funding categories and payment modes:
i) External Scholarships and Fellowships
Payment of funds provided from external scholarships may be handled in two ways.
a. The funding agency/organization may deposit the money with Saint Mary’s and the University will oversee its disbursement to you. This is done through deposits to your student account (viewable in Banner Self Service).
b. The external granting agency may send the money directly to you, normally in the form of a cheque. If you receive such an award, please inform the FGSR. We would like to recognize your accomplishment and we also like to know about such funding of our students for statistical purposes.
(ii) Internal “named” scholarships
The origin of the funds for these scholarships may have been from internal or external sources to the University, but Saint Mary’s now holds and administers these funds. Awardees have the scholarship amounts deposited into their student accounts.
These funds are supplied internally from Saint Mary’s and are allocated through the FGSR to the graduate programs. These funds are then allotted to graduate students within the program by the program coordinator/program committee on a merit basis. Awardees have the fellowship/award amount deposited into their student accounts.
(iv) Fellowships from thesis supervisors’ research grants
These funds are provided by research grants held by the Thesis Supervisor. These funds are only available to students whose supervisors hold such grants and are willing and able to budget such scholarships within the grant.
Graduate students who have been awarded Saint Mary’s administered fellowships and scholarships, as detailed above, will normally receive their funds (less tuition and associated fees) in three installments at the beginning of each semester, provided they have registered early. Students who have registered by August 3, 2026 may collect their first installment (34% of scholarship less fees) on September 11, 2026. Students who have registered by December 4, 2026 may collect their second installment (33% of scholarship less fees) on January 8, 2027. Students who have registered by April 2, 2027 may collect their third installment (33% of scholarship less fees) on May 7, 2027. MBA students will normally receive their scholarships in two installments (50% of scholarship less fees) on September 11, 2026 and January 8, 2027, provided they have registered early.
Further characterization of salary funding categories and payment modes:
(v) Salary from thesis supervisors’ research grants
This may seem similar to category (iv) funding above, but an important difference is that the funding is paid as a salary for services rendered which are not directly related to the student thesis research (e.g. data analysis for a supervisor’s research project which is not a component of the student’s thesis research). The student is normally employed as a casual employee by the supervisor’s department and is paid through Saint Mary’s Payroll Services.
(vi) Salary from departmental teaching assistantships (TAs)
Some departments hire graduate students as teaching assistants, normally in undergraduate laboratories and classes. These are administered through individual departments and students are paid through Saint Mary’s Payroll Services.
(vii) Salary from current employer for pursuit of a graduate program
Some students attend graduate school under the permission/direction of a current employer, normally as a career development process. Employers may pay for the student to pursue their graduate program as a component of their job. Employers and employees/students negotiate the salary and terms. Saint Mary’s has no role in such funding situations; however, the FGSR would appreciate being informed of such employer support for statistical purposes.
The FGSR website provides links to internal and external sites with scholarship opportunities: http://www.smu.ca/academics/fgsr-current-scholarships-and-awards.html.
Scholarships and Fellowships
If you have entered your graduate program with a scholarship from an external major granting agency (e.g. NSERC, SSHRC, CIHR, Research Nova Scotia), congratulations! If not, you still may be eligible to apply for a competition if within a defined period of commencing your graduate program.
For information on the Tri-Agency CGS Master Awards see: http://www.nserc-crsng.gc.ca/Students-Etudiants/PG-CS/CGSM-BESCM_eng.asp. For further information on Tri-Agency CGS master awards please contact Heather Gray (heather.gray@smu.ca) in the FGSR Office.
For information on the Tri-Agency CGS Doctoral Awards, see: http://www.nserc-crsng.gc.ca/Students-Etudiants/PG-CS/CGSD-BESCD_eng.asp. Contact Heather Gray (heather.gray@smu.ca) in the FGSR Office for details on these scholarships.
Getting started
So, you have arrived on campus. Now what?
The first person you should seek out is your program coordinator/director and/or the program manager. They should be able to get you oriented and you can ask them if there is a graduate student handbook specific to your graduate program.
If you have not already done so before arriving on campus, you should activate your Saint Mary’s University computer account online at: https://activate.smu.ca. You will need your Banner ID which was supplied with your letter of acceptance into your graduate program, and your Banner PIN (initially your birth date in ddmmyy format - e.g. 1 December 2000 would be 011200). Once activated, you will be able to access both the “Banner Self-Service” (https://www.smu.ca/selfservice/) that enables access to many useful services and personal records (including on-line registration and your timetable).
PLEASE keep your personal and contact information on Banner Self-Service up-to-date. This information is extremely important in enabling FGSR and others in the University to contact you.
Academic advising
The 2026-27 Graduate Academic Calendar specifies the requirements for your program and, in some cases, may indicate the recommended sequence of courses and research work to meet the requirements. For graduate programs that assign thesis supervisors early in the graduate program, the supervisor may also provide useful guidance, but the program coordinator should be considered the authoritative source of information for academic advisement.
Registration
Academic year registration begins in April and continues until the second week of classes each term. Check the Registration Dates page to find out when to register. Spring and summer session registration begins in February and continues until the first week of classes in each term. Before registering, all graduate students must consult and receive approval for their courses from the program coordinator and in some programs, from their thesis supervisor.
Registration Instructions
Go to Self Service Banner and follow these instructions to register for courses.
Visit Common Registration Q & A page for more information and tips.
In addition to the courses identified in the Academic Calendar and by your program coordinator, students in program-fee based graduate programs must be registered in FGSR9000 for every semester in which they are in their graduate programs. This includes the maximum time-for-completion, as well as extension periods (i.e. for students who are granted extensions to their graduate programs).
Fees: per-course-fee programs and program-fee programs
Depending on your graduate program, you may have tuition fees assigned on either a per-course-fee basis or a program-fee basis.
Per-course fee programs:
Fees are based upon the number of courses enrolled within a semester (i.e. on a per-course basis). For details on per-course fees please visit: http://www.smu.ca/academics/graduate-tuition-fees.html
Program-fee programs:
Students in program-fee based programs are charged a fee for their entire program. These fees may be charged once at the outset of the program, or in multiple installments during the program. For details on program fee, see the 2026-27 Fee Tables. http://www.smu.ca/academics/graduate-tuition-fees.html
Regardless of whether you are in a per-course or a program-fee based program, fees are assigned to your “student account” accessible through Banner Self-Service.
Full-time and part-time status
For all students enrolled in per-course-fee programs, full-time or part-time status is identified by course load within the term (see Academic Regulation 8 in the 2026-27 Academic Calendar). In general, a student taking at least nine (9) credit hours within a term will be considered full-time for that term while students registered in less than nine (9) credit hours per term will be considered part-time for that term.
For all graduate students other than those identified above (i.e. program-fee-based students), full-time and part-time status is defined as below:
(i) Full-Time: a student who is enrolled in a program of study, who makes demands upon the resources of the institution by enrolling in courses, engaging in research, and/or writing a thesis/report under continuing supervision. These students will normally be geographically available to the university, will visit the campus regularly, and will be in pursuit of their studies as a full-time occupation.
(ii) Full-Time Continuing: Full-Time Continuing: a student who is enrolled in a full-time program of study who is beyond their minimum time-for-completion (see Regulation 19), who makes demands upon the resources of an institution by enrolling in courses, engaging in research, and/or writing a thesis/report under continuing supervision. These students will normally be geographically available to the university, will visit the campus regularly, and will be in pursuit of their studies as a full-time occupation.
(iii) Part-Time: a student who is enrolled part-time in a program of study in an approved graduate degree, certificate, or diploma program. These students will normally be engaged in completing 50% or less of the program requirements per semester.
(iv) Part-Time Continuing: a student who is enrolled part-time in a program of study, who has exceeded the minimum time-for-completion of their program (see Regulation 19). Note: Part-time Continuing is the normal, default status for students beyond their minimum time-for-completion of their program registered as Thesis Continuation.
Regarding full-time (FT) and part-time (PT) status of students in Program-Fee Based graduate programs, please note the following:
(i) Graduate students will be designated as FT or PT by their Graduate Program Coordinators.
(ii) Following admission, changes in registration status from FT to PT or vice-versa will be allowed ONLY with the permission of the Program Coordinator and the Dean of the FGSR and only when the student’s situation changes so as to satisfy the above definitions.
(iii) Only during the minimum time-for-completion of the program will FT students be eligible for funding from the FGSR. PT students are not eligible for funding from the FGSR.
For all students beyond their residency periods (see Regulation 19 ) and on Thesis or Program Continuation, the default status of their graduate program is Part-time Continuing. Under exceptional circumstances, and for a limited period of time, a thesis-continuation student may be identified as full-time. In order for full-time status to apply, students will normally be geographically available to the university, visit the campus regularly, not be engaged in full-time employment (on or off campus) and be in pursuit of their studies as a full-time occupation. Students requesting full-time thesis continuation status are required to complete and sign an application form (see section 13 of this handbook) which must be endorsed by the supervisor, authorized by the program coordinator, and submitted to the Faculty of Graduate Studies and Research.
Your program of study and research (extracted/modified from the 2026-27 Academic Calendar):
Students entering with an honours degree (or equivalent) must complete a minimum number of credit hours of course work as defined by the program (see detailed descriptions of the individual graduate programs in the Graduate Studies Academic Calendar) and, where applicable, submit an acceptable thesis or masters research project (MRP). In some programs, a master’s degree or graduate diploma may consist of course-work only and no thesis or MRP. The course requirements for such non-thesis programs are described in the detailed description of the program. Courses in all programs must be at the 5000 level or above, but where advisable, courses at the 4000 level may be included in a program, provided that the requirements applying to graduate students in such courses are of a graduate standard. It is the particular responsibility of students to ensure that they meet all their program requirements within the regulated time-for-completion of their graduate programs (see Graduate Academic Regulation 19).
Where required, a student shall submit a thesis on a subject approved by the Graduate Program Coordinator (GPC) in which research has been conducted under the direction of a supervisor appointed by the appropriate GPC. A public oral defense in the presence of an Examining Committee appointed by the GPC and the Dean of the FGSR is mandatory. Details on the defence process for each program are available through the FGSR and/or Program Coordinators.
Changes in either the program of courses or the topic of the thesis require the approval of the Supervisory Committee and the Graduate Program Coordinator.
Supervision of your thesis research:
All students in programs with a thesis requirement will be assigned a thesis supervisor. The timing of the assignment of a thesis supervisor varies from program to program. In some programs (e.g. MSc in Applied Science), the supervisor is assigned as the student is accepted into the program. In others, some period of time may pass (normally one or two semesters) before a supervisor is appointed. If you start your program without a thesis supervisor, see your program coordinator/director soon after commencing study in your program to clarify how and when your supervisor will be assigned.
In some programs, aside from a thesis supervisor, a supervisory committee of one or several other supervisors may also be constituted. These secondary supervisors are also a resource to you in pursuing your thesis research activity. A meeting with your supervisory committee can be called at any time, but normally a meeting is held at least once a year.
Check with your program coordinator/director and/or the program’s graduate handbook (if applicable) if the program has a form to officially identify your thesis supervisor(s). If not, the Graduate Student’s Thesis and Supervisors Identification available at https://www.smu.ca/fgsr/fgsr-current-forms.html can be used for this purpose.
The relationship between student and thesis supervisor varies between programs and individuals. In some programs and disciplines, the thesis supervisor’s role is as a “sounding board” or guide who the student can call upon when they need advice or direction. In other programs and disciplines, the interaction between student and thesis supervisor is more frequent, with the student and supervisor interacting on a daily basis (especially in laboratory settings).
Regardless of the variances in student-supervisor alliances, the following guidelines make for a good working relationship between student and supervisor:
Aside from these guidelines, students and their supervisors 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, the Freedom of Information/Protection of Privacy Policy, the Policy on the Prevention and Resolution of Harassment and Discrimination, the Research Integrity Policy, and the Tri-Council Policy of Research Involving Human Subjects. All of these regulations and policies are available on the Saint Mary’s web site or by contacting the FGSR. Also see the CAGS handbook on Guiding Principles for Graduate Student Supervision.
Evaluation of Thesis/Program Progress (extracted from Regulation 28 of the 2026-27 Academic Calendar):
A student may be required to provide updates to the supervisor/supervisory committee on the progress of their thesis research. If required, a student will be given a minimum of thirty days notice to provide an update to the supervisor/supervisory committee. The update will be in the form of a meeting at which the student will present a written report on their research activities/progress, and address questions and comments from the supervisor/supervisory committee on the report and research progress.
The supervisor will prepare a report on the student’s progress using the form available from the program or the FGSR (the latter is available at https://www.smu.ca/fgsr/fgsr-current-forms.html). The report must be witnessed by the student’s signature and the student is free to make comments regarding the report. The report, which will include an evaluation at one of the three assessment levels indicated below, will be sent to the Program Coordinator for signature and forwarded to the Dean of the FGSR. These evaluations become part of the student’s record within the FGSR but are not recorded on the student’s transcript.
The progress in a student’s program can be assessed at three levels:
(i) Satisfactory
(ii) Unsatisfactory - In Need of Improvement
(iii) Not Acceptable
The actions coming forth from the assignment of the above grades are:
(i) Satisfactory: The students’ progress in their research relevant to the period of time working pursuing the research is at least sufficient in terms of quality and quantity. In the assessment, leeway must be given for problems that may arise in pursuit of the research which are beyond the reasonable control of the student. With a Satisfactory rating, the student is recommended for continuation of their Program.
(ii) Unsatisfactory - In Need of Improvement: Progress is not satisfactory. The students’ progress in their research relative to the period of time working pursuing the research is insufficient in terms of quality and/or quantity. With an “Unsatisfactory” rating, the Supervisor’s report on the progress of the student must include a timeline (minimum of 4 months; maximum of 12 months) with outcomes for the student to achieve within the specified period. After the specified period in the timeline, another update will be provided by the student per the procedures identified above. If the expected outcomes have been achieved successfully, a student will be assigned a “Satisfactory” rating. If the expected outcomes are not achieved in a satisfactory manner, the Supervisor’s new report on the student’s progress will include an assessment of “Not Acceptable.”
(iii) Not Acceptable: If the expected outcomes are not achieved and the Supervisor/Supervisory Committee concludes that the student will not succeed in completing the Program, the Supervisor/Supervisory Committee will note the rating of “Not Acceptable” in the Supervisor’s report and forward this report to the Program Coordinator. The Program Coordinator will review the case and make an independent recommendation to the Dean of Graduate Studies and Research. Upon the recommendation of the Dean of Graduate Studies and Research, the student will be dismissed from their Program. Students who have received an evaluation of “Not Acceptable” and have received notice of dismissal have up to thirty (30) days to make an appeal in writing to the Senate Committee on Academic Appeals. (Note: The Supervisor/Supervisory Committee cannot change a student’s assessment directly from a “Satisfactory” rating to “Not Acceptable”. If a student’s progress has been determined to be less than fully satisfactory, the student must be rated “Unsatisfactory - In Need of Improvement” and actions as defined above taken before a rating of “Not Acceptable” could be considered.)
Graduating:
To graduate, students must successfully meet all the requirements of their graduate program as defined by the Academic Calendar.
Fall Convocation normally held in September/October and the Spring Convocation normally in late May. Students who apply for the Winter Convocation will be able to receive their parchment at that time, but there is no convocation ceremony. If a student completing in January wishes to attend a convocation ceremony, then they can request to attend one in May. A student must submit an Application for Graduation the semester before they intend to graduate. (https://www.smu.ca/graduation/)
For programs with a thesis requirement: Sometimes students underestimate the amount of time required between submitting a thesis for defence and having it examined, defended, revised, and finalized. Students need to be realistic in considering the time needed to complete all requirements; otherwise, meeting the deadlines for graduation can be very stressful.
Time-for-completion, interruptions, and extensions to programs (extracted/modified from the 2026-27 Academic Calendar):
How long do I have to complete my program?
Time for-Completion of Graduate Programs
Time-for-completion for Full-time and Part-time refers to students’ status when admitted into programs and applies throughout their programs, regardless if their status changes during the programs.
1 Full-time “lock-step” program with defined courses in a prescribed sequence.
2 Part-time “lock-step” program with defined courses in a prescribed sequence.
NA = Not Applicable
Interruptions to programs (leave of absence):
In exceptional circumstances, a leave of absence from a graduate program for a period of up to a maximum of one year may be granted. Leaves of Absences can be granted only twice for Master programs and only three times for PhD programs. Requests for a leave of absence (forms available at https://www.smu.ca/fgsr/fgsr-current-forms.html) must be supported by documentation explaining exceptional personal circumstances which would prevent continuation in the program during the period of time for which the leave applies. The decision of the Dean of the Faculty of Graduate Studies and Research is final. If a leave of absence is granted, the student is considered to be inactive in the program during the period of exemption but must pay the appropriate fees. Time spent away from one’s graduate program while on a leave of absence, does not contribute to the time-for-completion. Students are expected to apply prior to or during the term for which the leave will take place. Students returning from an approved leave of absence must re-activate their status by submitting an Application for Reactivation into Graduate Program (forms available at https://www.smu.ca/fgsr/fgsr-current-forms.html). Reactivation of a student’s program must be approved by the Program Coordinator and the Dean of the FGSR.
Extensions to graduate programs:
Circumstances may sometimes justify an extension to a student’s graduate program beyond the normal maximum time-for-completion identified above. An extension to a graduate program may be considered under any of the following conditions:
(i) illness, family strife, or unforeseen family responsibilities*
(ii) pursuit of an employment opportunity which makes a positive contribution to the student’s graduate program*
(iii) unforeseen difficulties in pursuit of the thesis research beyond the control of the student.
*Note: In cases (i) and (ii) above, it is highly preferable that students apply for leave of absences from their programs at the time of the incident/situation.
A student applying for an extension should submit a written request on the appropriate FGSR form (available at https://www.smu.ca/fgsr/fgsr-current-forms.html) to their program coordinator. The request should include a letter of support from the student’s supervisor or supervisory committee, together with a letter describing in detail the reason for the requested extension and, where applicable, supporting documentation certifying the facts surrounding the request. After the program coordinator has reviewed and approved the application, it is forwarded to the Faculty of Graduate Studies and Research. The decision of the Dean of Graduate Studies and Research is final and the student will be notified of the decision.
Extension to a program will be for a maximum of one year in length per request. Extensions can be granted only twice for Master programs and only three times for PhD programs. Students at or beyond their normal maximum program period who are denied extensions, will not be able to continue their graduate program. Students who do not complete their program within the maximum number of allowable extensions will not be able to continue their graduate program. Extensions will not be granted retroactively to a student who has failed to register for one or more previous semesters and is beyond their maximum program period.
The following regulations, policies and procedures are drawn from the Graduate Academic Calendar and the FGSR Master Thesis and PhD Dissertation Defence Policy and Procedures Document.
For all graduate programs with a thesis requirement, the thesis defence is the culmination of all of the “blood, sweat and tears” that go into researching and preparing the thesis.
Early in preparing the thesis, students should refer to the Library’s guidelines on thesis formatting (http://www.smu.ca/academics/archives/thesis-forms-procedures.html).
Remember that progression through a graduate program is ultimately the student’s responsibility. Do not assume that the procedures happen “automatically”. Check with your supervisor, program coordinator, and the FGSR, as applicable, to make sure that things are proceeding as they should.
The following is an attempt to explain the thesis defence process in general:
Before the defence:
Coincident with approval for the defence, the examination committee should be identified by the supervisor/supervisory committee and/or the program coordinator/director. The composition of examination committees varies between programs.
During the defence:
The procedures for both a Masters and a PhD defence can be found on the FGSR website at: https://www.smu.ca/fgsr/fgsr-current-policies-and-procedures.html
After the defence:
The “Policy and Procedures on Master Thesis and PhD Dissertation Defences” available at http://www.smu.ca/academics/fgsr-current-policies-and-procedures.html summarizes/references those Academic Regulations and FGSR Policies/Procedures, as well as addresses additional issues concerning Master Thesis and PhD Dissertation requirements, processes and procedures, including the requirements for attendance (in person and by distance) at defences.
Thesis Submission / Convocation Deadlines
Please see below for details on the submission of your thesis and for deadlines you need to be aware of.
For final submission of your thesis, FGSR must receive an electronic version in PDF format, the signed title page, and any required forms: (http://www.smu.ca/academics/archives/thesis-forms-procedures.html)
Prior to submitting your thesis, Shane in the FGSR office would be happy to review a PDF version of the it to ensure that it meets the formatting guidelines. (shane.costantino@smu.ca)
Winter Convocation (January)
Spring Convocation (May)
Fall Convocation (October)
*Receipt of the thesis by this date is absolutely necessary to give the External Examiner adequate time to review and comment on the thesis
** The External Examiner must already have been contacted by the Program Coordinator or Supervisor and have agreed to examine the thesis in the given time frame. If the External Examiner is to attend the defence in person, it is the responsibility of the Program Coordinator/Supervisor to make arrangements for the Examiner’s visit.
Graduationhttps://www.smu.ca/graduation/
Academic and research integrity
In graduate school, academic and research integrity must be adhered to the highest standards. As students at the highest levels of academic training and as future leaders in your fields, the importance of learning, adopting and living the tenets of academic and research integrity within graduate school cannot be understated. Wherever you may find yourself in the future, be it in academe, private sector organizations, government departments and agencies, or the not-for-profit sector, all are guided and regulated by codes of ethics, policies, regulations and laws to inform, regulate and enforce integrity in the workplace. Therefore, learning and following the regulations and policies relating to academic and research integrity while at Saint Mary’s will not only serve you well here, but also position you well for ethical behavior in your future endeavours.
At Saint Mary’s, graduate students are responsible for informing themselves and adhering to policies on two broad areas of integrity: academic and research.
Academic integrity
Students should familiarize themselves with the Academic Integrity and Student Responsibility section of the Graduate Academic Calendar (https://smu-ca-public.courseleaf.com/graduate/academic-integrity-student-responsibility/).
The following is extracted from that section of the Calendar:
An academic community flourishes when its members are committed to these fundamental values:
To adhere to academic integrity within the University, students must familiarize themselves with the Academic Regulations that have been put in place by the Senate of Saint Mary’s University. These Regulations cover everything from registration to submitting theses.
Research integrity
While the fundamental values referenced above in terms of academic integrity apply to research integrity as well (i.e., personal honesty, mutual trust, fairness, respect and personal accountability), research integrity comes with an additional suite of responsibilities that come from funding and governmental agencies.
All researchers (including graduate students) at Saint Mary’s University should be familiar with the two very important policies passed by the University’s Senate: (1) Saint Mary’s University Policy on Integrity in Research and Scholarship and Procedures for Reporting and Investigating Scholarly Misconduct; and (2) Saint Mary’s University Policy on Conflict of Interest in Research.
Research integrity for research involving human participants
Saint Mary’s University values scientific research and believes that research involving humans as participants should balance the need for scientific inquiry with the need to protect the welfare of participants. Committed to the advancement of knowledge and the training of students, Saint Mary's University promotes good research and recognizes that ethical research is an integral part of scientific inquiry. For more information on conducting research that involves human participants, please visit: https://www.smu.ca/hreb/
Research integrity for research involving animals
For faculty and students using animals in their research, the ethical use and care of animals is an integral part of research integrity at Saint Mary’s University. If thesis research involves the use of live animals, including in the field, graduate students must receive approval from the Animal Care Committee. The Saint Mary’s Animal Care Committee (animalcare@smu.ca) follows the standards (i.e., guidelines and policies) of the Canadian Council on Animal Care (CCAC; https://ccac.ca/). Please visit the Animal Care Committee website for more details.
Research Ethics Board (REB) and the Office of Research Ethics https://www.smu.ca/hreb/
The Saint Mary's University Research Ethics Board (SMU REB) reviews and provides clearance for all research studies involving human participants under the jurisdiction of Saint Mary's University and NSCAD University as well as serves as the appeals Board for Mount Saint Vincent University; as determined by the federal Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans, (TCPS 2, 2022). It is committed to protecting the rights of research participants and maintaining their trust.
Please see the link above for more information, guidelines, policies, and important forms.
Animal care and research involving the use of animalshttps://www.smu.ca/fgsr/fgsr-animal-care-committee.html
The Saint Mary’s University Animal Care Committee (SMU ACC) is responsible for ensuring that animals used in research, teaching, or testing at SMU are treated ethically, and adheres to the highest standards for animal ethics and care in research and education in accordance with Canadian Council on Animal Care (CCAC) policies and guidelines.
No animal-based work under CCAC mandate can begin until approved by the SMU ACC. All SMU faculty, staff, and students planning animal-based research or teaching activities, including direct or indirect use of animals or animal tissues in laboratory or wild settings, should contact the ACC Coordinator to first determine if their work requires SMU ACC ethical review and approval (for more information, see CCAC Policy: Requirement for submitting an animal protocol). This should be done at least two months in advance of any planned work.
Please visit the Animal Care Committee website for more information.
Graduate students and intellectual property
In the course of their research, graduate students may create intellectual property (IP) either on their own or in concert with others (e.g. supervisors, other students). Graduate students have certain rights to the protection of this IP, both for recognition of their role in its creation and in cases where there may be opportunities for the IP to be commercialized.
For more information on intellectual property, commercialization of your research, and possible funding opportunities please contact the Office of Innovation and Community Engagement.
Health and safety are important to everyone. As members of a large institution involved in research activities with roles of responsibility for others (e.g. as teaching assistants), health and safety have heightened importance.
The Health Clinic
Located on the 4th floor of the O’Donnell Hennessey Student Centre (403 SC), the Health Clinic is available to provide a wide range of services to students.
Saint Mary’s Occupational Health and Safety
Saint Mary’s Safety Policy is available at the University’s Occupational Health and Safety (OH&S) website: https://smu.ca/about/occupational-health-and-safety.html. There, you can also find information on the Joint Occupational Health and Safety Committee, policies and guidelines, and many other useful links, including the OH&S Orientation Booklet.
The University’s Occupational Health and Safety Program Manager is Valerie Wadman(valerie.wadman@smu.ca; 902-420-5658)
Because of the nature of risks to which graduate students can be exposed pursuing research in scientific laboratory and field settings, the Faculty of Science has developed a series of documents, guidelines and policies on research activities for their faculty, staff and students. Please contact Valerie Wadman (valerie.wadman@smu.ca; 902-420-5658) for further information.
Special responsibilities of graduate students in regard to OH&S when in positions of responsibility for others
When graduate students are placed in positions of responsibility for others, such as assisting in laboratory classes, special responsibilities fall upon them in terms of OH&S. Saint Mary’s University complies with the Occupational Health and Safety Act and accompanying Regulations of the Province of Nova Scotia. Of particular importance is Bill C-45, an act of the Canadian Parliament that amended the Canadian Criminal Code in regard to responsibilities and consequences of persons in positions of responsibility of others on OH&S issues (see Westray Bill (Bill C-45) - Overview : OSH Answers (ccohs.ca).
Section 217.1 of Bill C-45 imposes a legal duty to those who direct others in their work to take reasonable steps in preventing bodily harm to persons they direct. Since Section 217.1 imposes a legal duty of persons directing work to protect everyone in the workplace, those persons are open to charges of criminal negligence. This means that if someone comes to harm due to negligence of persons in positions of supervision/responsibility (e.g. a graduate student in the role of a TA of a lab of undergraduates; a professor supervising the thesis research of a graduate student), that person may not only be liable for damages under a civil case, but also under criminal law.
In simple terms, anyone in a position of responsibility for others in the workplace must act reasonably to ensure that those for whom they are providing supervision are properly informed of hazards and risks, and trained in how to address the hazards so that risks are manageable and appropriately monitored in their activities.
Graduate Student Research Activities in Hazardous Settings
Most thesis research is in benign settings; however, some research may expose graduate students to hazardous substances and/or situations. What often comes to mind when people think of hazardous research settings, is the scientific laboratory where hazardous substances may be used. However, research can also take place in hazardous settings, such as in some foreign countries, wilderness settings, or even in times or places in Halifax where safety may be an issue.
University personnel in positions of supervision/responsibility of graduate students are legally responsible for their safety in regard to their approved research activities. That being said, the first step in being able to assess if research involves hazards is a notification from the researcher. With this in mind, all graduate students involved in thesis research must bring any hazards/risks associated with their proposed or pursued research to the attention of their thesis supervisor(s).
From the identification of a hazard associated with proposed or pursued thesis research an assessment of the risks associated with the hazard must be completed. The development of a risk management strategy and ongoing monitoring/updating of the risk by the graduate student is required if the research is pursued.
The process involves four steps. The student:
1) identifies the hazard; 2) assesses the risks associated with the hazard; 3) implements a strategy to manage the risk; 4) monitors the risks and updates the risk management strategy as necessary.
To aid students and supervisors in this process, please find the Graduate Research Hazards Assessment form on the FGSR website (https://www.smu.ca/fgsr/fgsr-current-forms.html). This form should be submitted to the supervisor and/or supervisory committee when the thesis research is presented or discussed.
IMPORTANT: While graduate students are individuals of the age of majority with the right of self-determination, without appropriate assessment and oversight of the graduate student’s ability to manage the risks associated with doing research in hazardous settings, the supervisor and the University may be in a position of legal negligence should harm come to the student. With this in mind, supervisors reserve the right to refuse approval of thesis research proposals when the risks to a graduate student are assessed to be greater than can be reasonably managed. Similarly, the University reserves the right to override the approval of thesis research and/or to recall a graduate student from the field when the risks (anticipated or newly arising) to the graduate student are assessed to be greater than can be reasonably managed.
On-Campus Security
Being largely a public access facility with long hours of operation, security at the University can be challenging and needs to be on everyone’s mind. Do not leave lap-tops, wallets, purses, etc. unattended for even short periods of time. It is amazing how bold and fast criminals can be when an opportunity presents itself.
University Security Services (902-420-5577) is located on the lower level of the McNally Building (McNally Main 016).
The Emergency contact number is 902-420-5000. This is an emergency phone only. Do not call this number if you do not have an emergency. For general inquiries call 902-420-5577.
Study and thesis research often result in graduate students being on campus at irregular hours. The University Security Department provides additional services to students, faculty, and staff working after hours on campus. Graduate students working after hours should notify the University Security Department at 902-420-5577. Security staff are then aware of their presence and will frequent the work area during patrols. This service is available to provide those individuals working outside of regular business hours an additional measure of comfort.
University Security, in conjunction with the Saint Mary's University Student Association, provide a safe drive home program known as 'Husky Patrol’. There are two vans that operate Sunday to Friday between the times of 6:30 pm to 12:00 midnight. The service has certain conditions and limits to its geographic range. For details, see https://smusa.ca/services/ or phone 902-496-8755.
Saint Mary's University Security also offers the safe walk program to all members of the University community and visitors. A University Security Officer will provide an escort on the University property. The request can be made by contacting University Security at 902-420-5577. This is a 24-hour, 7 day a week service offered by University Security.