1. Administration of the Regulations

1.1 General Administration

The following regulations apply to all graduate degree and graduate diploma programs administered by the Faculty of Graduate and Postdoctoral Affairs.

1.2 Student Responsibility

1. It is the student's responsibility to remain informed of all rules, regulations and procedures required by their program and by the Faculty of Graduate and Postdoctoral Affairs. Ignorance of regulations will not be accepted as a justification for waiving such regulations and procedures.
   
   Any exceptions to the rules, regulations and procedures must be approved in writing by the Dean of the Faculty of Graduate and Postdoctoral Affairs.
   
   Students are responsible for establishing and maintaining contact with their departmental graduate supervisor/associate chair (graduate affairs) and, if appropriate, thesis/research supervisor.
    
2. To receive their degree or graduate diploma students must fulfill:

• all the requirements of the department, school, or institute in which he or she is registered, including completion of an application for graduation;
• all regulations of the Faculty of Graduate and Postdoctoral Affairs;
• all University regulations;
• all financial obligations to the University.

2. Admission Requirements and Eligibility

2.1 General Requirements

Graduates of recognized universities will be considered for admission to the Faculty of Graduate and Postdoctoral Affairs. The University's general policy on admission is outlined below, but all applicants should refer to the departmental websites for details concerning the specific or additional requirements of each department, institute, or school.

2.2 Eligibility

The eligibility of a candidate for admission into one of the graduate programs is based upon:

• the performance of the candidate and the assessment provided by his/her referees as a measure of the likelihood that the candidate can successfully complete the course of study and research defined by the Senate of the University for the given degree;
• the capacity of the graduate department, institute, or school to provide a program of study and research that would meet the expectations of the candidate as defined in his/her statement of academic interests and ambitions;
• the availability of a faculty member competent to supervise the candidate's academic program of study and research.

2.3 Qualifying-Year Program

Applicants who do not qualify for direct admission to the master's program may be admitted to a qualifying-year program.

Admission to the qualifying-year program does not imply automatic admission to the master's program. At the end of the qualifying-year program the student will be required to apply for entry into the master's program, at which time the department will determine the student's eligibility to enter the program. If successful, the student will be informed of this decision by the Dean of the Faculty of Graduate and Postdoctoral Affairs.

Applicants who require 3.0 credits or more of additional requirements to enter the master's program must complete a qualifying year.

Credits taken to fulfill the requirements of the qualifying-year program may not be used for credit for the master's degree. Courses taken extra to the program requirements of the qualifying year and which have been successfully completed may be considered for credit towards the master's degree.

2.4 Master's Program

For admission to the master's program, applicants must hold an honours bachelor's degree, or the equivalent, with, normally,  B+ or better in the honours subject and B- or better overall. Applicants must also be recommended by the department in which they plan to undertake their studies.

2.5 Doctoral Program

For admission to the Ph.D. program, applicants must ordinarily hold a master's degree, or the equivalent, from a recognized university, normally with an average of B+ or better in courses (including thesis where applicable) and normally with no grade below B-.

2.6 Restriction on Degrees

Carleton University does not restrict the number of degrees (bachelor's, master's, Ph.D.) that may be taken in any one discipline at Carleton University, but some departments, institutes or schools may restrict the number to two.

2.7 Graduate Diploma Programs

For admission to the diploma programs, applicants are advised to consult with the individual departments, institutes or school offering the diploma.

3. Application for Admission

3.1 Accommodation Policy for Students with Disabilities

Carleton University has a Senate-approved policy on academic accommodation for students with disabilities. For more information, consult the Paul Menton Centre for Students with Disabilities at http://www2.carleton.ca/pmc

3.2 Application Forms

Applications for admission to the Faculty of Graduate and Postdoctoral Affairs should be made through the online applications available at https://gsapplications.carleton.ca

To cover administrative costs, a non-refundable application fee (CDN or US funds) is required with each application.

3.3 Deadlines

Normally, students are admitted to commence study in the fall term. However, some departments, institutes or schools may consider applicants to commence in the winter term or the spring/summer term.

For information on the specific deadlines for applications (with or without financial assistance), please visit the online application site by selecting the "Online Application Account” link from the Faculty of Graduate and Postdoctoral Affairs website at https://gsapplications.carleton.ca . In the online application site, application deadlines can be found on the left-hand navigation panel under "Program Deadlines."

Students applying to joint programs with the University of Ottawa should note that application procedures, especially deadlines, are different in the two institutions, and they should contact the individual institution for information.

3.4 Transcripts

Official transcripts of the applicant's entire university record must be sent to the Faculty of Graduate and Postdoctoral Affairs . All foreign documents, e.g., transcripts, must be translated into English and be notarized.

3.5 Letters of Reference

All applications must be supported by a minimum of two confidential letters of recommendation.  The total number of referees required for your application depends on the program to which you are applying.  A suitable referee is an individual who is fully knowledgeable and aware of your education and abilities.  Referees should be academic in nature where possible.  Professional referees will only be accepted in situations where the applicant’s professional experience is most relevant.  You will need to supply the names of your referees, and their email address, in the online application.

 

3.6 Proficiency in English

Proficiency in English is necessary to pursue graduate studies at Carleton University. All applicants whose first language is not English must satisfy this requirement in one of the following ways:

1. To present an official overall score of 70 on the Canadian Academic English Language (CAEL) Assessment; or
2. To present an official Test of English as a Foreign Language (TOEFL) score of 580 on the paper-based test (PBT), or an overall score of 86 on the internet-based test (IBT) with a minimum score in each component of: writing-22; speaking-22; reading-20; and listening-20; or
3. To present an official overall International English Language Testing System (IELTS) score of 6.5, with a minimum of 6.0 in each band score; or
4. To have completed ESLA 1900 or ESLA 1905 at Carleton University with a final grade of B- or higher; or
5. To present official certification (transcripts) to indicate that they have completed an undergraduate or graduate degree within the past three years in a university in Canada, the United States, the United Kingdom or any other country in which the primary language is English, and where the language of instruction in the relevant educational institution was exclusively English.

FGPA reserves the right to require further documentation or additional testing if they feel it necessary to demonstrate the required level of English language proficiency.

 

Note that some programs demand higher levels of competence in English, as specified in their Admissions Requirements in this Calendar.

Applicants whose first language is not English and who do not meet the requirements stated above may be offered admission to a graduate degree program with an English as a Second Language Requirement (ESLR) and/or will be required to take prescribed remedial course work as a condition of continuing in their program.

4. Admissions Procedure

4.1 General Procedure

All applicants for admission will be examined and evaluated by the department, institute, school or program in which the applicant wishes to study. All supporting documents (transcripts, letters of reference, etc.) must be received before any application can receive formal consideration.

Recommendations for admission will be forwarded to the Dean of the Faculty of Graduate and Postdoctoral Affairs for consideration. The official offer of admission comes from the Dean of the Faculty of Graduate and Postdoctoral Affairs. Any correspondence from departments, institutes, schools or programs with regard to acceptance is not official.

4.2 Admission Validity for New Students

The Statement of Standing on Admission is valid only for the term stipulated on the form. If the applicant fails to register for this term, his/her admission and registration eligibility will lapse automatically and he/she must re-apply for admission.

4.3 Revocation of Admission or Registration

Applications for admission or registration will be revoked if the University determines that the applicant has provided incomplete or misleading information.

5. Program Requirements

5.1 General Information

Program Descriptions and Details of Courses can be found in subsequent sections of this Calendar. Prospective applicants should note particularly the admission requirements, the fields in which advanced study and research may be undertaken, and the program requirements, in addition to the general regulations of the Faculty of Graduate and Postdoctoral Affairs, which are detailed in this section.

5.2 Qualifying-Year Program

Students in the qualifying year will ordinarily register in 5.0 credits at the senior undergraduate level. Of these 5.0 credits, normally no more than 1.0 credit at the 2000-level and no more than 2.0 credits at the 5000-level may be taken. Credits taken to fulfill the requirements of the qualifying-year program may not be used for credit towards the master's degree.

5.3 Master's Program

The normal requirement for the master's degree is 5.0 credits (including the thesis where applicable). With program approval, 1.0 credit may be selected from those offered at the senior undergraduate level, that is, at the 4000-level.

In the case of a master's degree in the range of 5.0-9.0 credits, 1.0 credit may be selected from those offered at the senior undergraduate level, that is, at the 4000-level, with the approval of the program.

In the case of a 10.0-credit master's degree, at least 8.0 credits (including the thesis where applicable) must be at the 5000-level. With program approval, the remaining 2.0 credits may be selected from those offered at the senior undergraduate level, that is, at the 4000-level.

5.4 Doctoral Program

Ordinarily, all courses taken for credit towards the Ph.D. degree must be at the 5000- or 6000-level.

The thesis will ordinarily carry a weight of about half of the total requirement of 10.0 credits.

5.5 Language Requirements

Some graduate programs require a reading knowledge of one or more languages other than English. Language requirements will be prescribed by programs according to their regulations and the needs of their students. Language requirements must be completed within the time limit allowed for the completion of the student's program.

6. Transfer of Credit

6.1 Transfer of Credit on Admission

Graduate courses completed at another institution or at Carleton University that have not been used to fulfill the requirements of another degree program may be accepted in partial fulfillment of Carleton's degree requirements. Credit for such work will be determined in each case by the Faculty of Graduate and Postdoctoral Affairs on the recommendation of the program concerned. Master's candidates in a 5.0-credit program are allowed a maximum of 2.0 transferred credits. In addition, if a master's candidate is granted transfer of credit for 2.0 credits, his/her remaining 3.0 credits at Carleton must be at the 5000-level.

Master's candidates enrolled in programs other than 5.0 credits will be permitted to transfer the equivalent of up to 40 percent of their program credit requirements on admission. In addition, if a master's candidate is granted transfer of credit for 40 percent of their program credit requirements, his/her remaining credits at Carleton must be at the 5000-level.

Doctoral candidates may be given advanced standing for work completed at other universities, but must normally register for a minimum of one year of full-time studies thereafter at Carleton and fulfill the thesis and comprehensive examination requirements. Students admitted with transfer of credits in a Ph.D. program may be required to pass a qualifying examination upon entry.

A candidate who has completed credits as a special student will only be permitted to transfer such credits for degree credit in the Faculty of Graduate and Postdoctoral Affairs with the permission of the Dean.

Special students enrolled in a graduate level course are subject to the special student regulations outlined in the Undergraduate Calendar at http://www.carleton.ca/calendars/ugrad/current .

6.2 Transfer of Credit After Admission

A student admitted to and eligible to register in a graduate program is not permitted to register at Carleton University at the same time in any other graduate program or as an undergraduate or special student.

7. Registration and Course Selection

7.1 The Calendar Year

The Faculty of Graduate and Postdoctoral Affairs divides the calendar year into three terms; each term comprises about thirteen weeks of lectures or seminars. The first term of the academic year is designated as the fall term; the second term of the academic year is designated as the winter term; and the third term of the calendar year is designated as the spring/summer term. The precise dates of registration for the fall, winter, and spring/summer terms are specified in the Academic Schedule section of this Calendar.

7.2 Course/Program Approval

Initial course/program registration and any subsequent course changes must be approved by the program's graduate supervisor/associate chair (graduate affairs). This approval is also required for any undergraduate student who wishes to register in a graduate-level course.

Credit will be granted only for those courses and research activities for which the candidate is formally registered. An unregistered student is not entitled to attend lectures, tutorials, or seminars, and is not entitled to thesis supervision, examination privileges, or access to research facilities. Students will receive no credit for any work completed during a term in which they were not registered.

7.3 Student Records Information

Names

The University is committed to the integrity of its student records. Students are required to provide on their application for admission their complete legal name. Any requests to change a name, by means of alteration, deletion, substitution, or addition, must be accompanied by appropriate supporting documentation. Upon making application for graduation, students may be asked to provide proof of their name.

Addresses

Incorrect address information will delay the receipt of awards and student information. Students must update the following address information at https://central.carleton.ca permanent or mailing address (used for registration information):

• mailing address (used for all mail during the academic session)
• telephone number for permanent address and for mailing address

Disclosure of Information

The Ministry of Training, Colleges and Universities, and Statistics Canada require that Carleton University provide information pertaining to a student's status and other personal information. Upon registration, the student is deemed to have agreed to the disclosure by Carleton University of their status and other selected personal information pursuant to any such requirement.

In accordance with the Freedom of Information and Protection of Privacy Act (FIPPA), all personal and academic information is considered confidential and will not be disclosed to a third party without the authorization of the person to whom the information pertains. In addition, the University will disclose at the time of collection of personal information the purpose for which that information will be used. For further information, please see http://carleton.ca/privacy/ fippa-at-carleton-university .

Electronic Communication

The University provides each student with an email address and uses this as an official channel of communication with the student. A message sent to a student's university-provided email address constitutes an official communication to the student. Students are responsible for monitoring their University email address on a regular basis for as long as they are active in the academic affairs of the university. Requests from students regarding academic or administrative issues must be sent from the student's university-provided email address.

7.4 Course Selection

Students proceeding to a graduate degree or diploma must arrange their program according to the regulations of the Faculty of Graduate and Postdoctoral Affairs and their program.

The course and thesis requirements of each graduate program are organized or defined in units of credits: 1.0 credit is typically made up of three hours of lectures or seminars a week for two terms, or the equivalent; 0.5 credit is typically made up of three hours of lectures or seminars a week for one term, or the equivalent; 0.25 credit is typically made up of three hours of lectures or seminars a week for six weeks, or the equivalent.

7.5 Evaluation

To gain standing in a course, a student must meet the course requirements for attendance, term work, and examinations. Instructors will inform their classes by distributing written notices, before the last day for late registration, of the elements and their weighting that will contribute to the final grade, including (where applicable) attendance, class participation, essays, tests, laboratories, studio-workshops, other course-related work assignments, and final examinations.

7.6 Tutorial or Reading Courses

Tutorial or Reading Courses are arranged to allow students to take full advantage of all the resources of the University in areas or fields of a very highly specialized nature. Such arrangements are subject to the approval of the departmental graduate supervisor/associate chair (graduate affairs).

7.7 Audit Course

Graduate students must have approval from the course instructor and their program graduate supervisor/associate chair (graduate affairs) to audit a course. Course audit registration is limited to a maximum of 1.0 credit per program.

• Full-time students are not charged an additional fee.
• Part-time students may only take 1.25 credits per term.  They may only register in 0.5 credit if they audit a 0.5 credit course.

7.8 Course Numbering System

Each course is designated by an eight-character alphanumeric code. The first four letters indicate the department, institute, school or committee under whose auspices the course is offered. The four numerical digits identify the specific course. The credit value is indicated in square brackets following the course number.

7.9 Status

Full- or part-time status is established at the time of admission to a program. Graduate students admitted and registered as full-time students will be required to continue in and complete their program as full-time students, and will be assessed full-time fees for the duration of their program. Graduate students admitted and registered as part-time students will be required to continue and complete their program as part-time students, and will be assessed part-time fees for the duration of their program.

A part-time graduate student will not register in more than 1.25 credits per term, including audit courses.

Students who are unsure of their status should contact the office of the Faculty of Graduate and Postdoctoral Affairs for assistance at 613-520-2525.

7.10 Change of Status from Full- Time to Part-Time

Students who have valid reasons for changing status from full-time to part-time prior to registration for a term may apply for permission by:

• writing to the Dean of the Faculty of Graduate and Postdoctoral Affairs stating the reason(s) for seeking exemption from the full-time registration requirements stated in 7.9
• by completing a Change of Registration Status Form, accompanied by a statement from the departmental graduate supervisor/associate chair (graduate affairs) - and the thesis supervisor, if applicable - in support of their request.

It is understood that such a status change will be granted only in exceptional cases (e.g., for medical reasons.)

Exemptions are normally granted for a term.

7.11 Off-Campus Research

Graduate students may arrange to undertake full-time studies or research at another institution or in the field. Such activity may apply to only a part of the total program. The off-campus period may not normally exceed twelve months.

Requests for permission to undertake full-time off-campus study or research must be submitted to the Dean of the Faculty of Graduate and Postdoctoral Affairs with the approval of the department graduate supervisor/associate chair (graduate affairs). Such requests should include the following information:

• a detailed statement of the research proposal or program of studies, and the specific arrangements that are proposed for the supervision and direction of the work;
• an explanation of the reasons why the work cannot be satisfactorily undertaken while on campus at Carleton University;
• a description of the studies and/or research facilities that are available at the proposed off-campus location;
• a written statement from a responsible official (for example, the on-site supervisor or director) of the external institution confirming that the proposed arrangements are satisfactory and that the candidate will be able to undertake research or studies;
• a time schedule for the proposed studies or research work;
• a statement of the candidate's expected sources of financial support.

Once the Faculty of Graduate and Postdoctoral Affairs grants approval, the student is expected to register prior to departure.

7.12 Cotutelle

Doctoral students may arrange to undertake a cotutelle in which they will complete the requirements of a Ph.D. program in both their home university and a partner university in another country.

Under such an arrangement, doctoral students conduct their dissertation research collaboratively, sequentially, and for roughly equal amounts of time in both universities. They are supervised in their dissertation research by a faculty member from each of the universities. The dissertation is then examined by a committee whose members are drawn from both institutions.

Students who undertake a cotutelle are not subject to general regulation 7.11.

Requests for permission to undertake a cotutelle must be made in accordance with Carleton University's Cotutelle Policy. For more information regarding cotutelle, please view the official Carleton University Cotutelle Policy at http://carleton.ca/secretariat/policies .

7.13 Inter-University Cooperation in Graduate Instruction

Under certain circumstances, it is permissible for a student admitted to a graduate degree program and registered at one university to follow an approved graduate-level credit course at another university. All interested students should consult the chair/director of their department, institute or school prior to registration in order to obtain further information on procedures and conditions of eligibility. In order for this procedure to be valid, students must be officially registered at their home institution.

7.14 University of Ottawa

Carleton University and the University of Ottawa have developed a number of joint programs at the graduate level. Where formal joint programs do not exist, a graduate student may be permitted to follow up to 2.0 credits at the 5000- or 6000-level at the University of Ottawa. Reciprocal arrangements exist among departments, institutes and schools at both universities. All interested students should consult their program graduate supervisor/associate chair (graduate affairs), prior to registration, in order to obtain further information on particular departmental conditions of eligibility and procedures. Students must be officially registered at their home institution.

8. Continuous Registration

8.1 Loss of Status

Any student who remains unregistered in his/her degree program for three continuous terms (twelve months) will lose his/her graduate status.

8.2 Continuous Registration in Thesis, Research Essay, or Independent Research Project

Any student (full-time or part-time), after initial registration in a thesis, research essay or independent research project, must maintain this registration in all successive terms (including the term in which the student is examined) until his/her thesis, research essay or independent research project is completed. Completion means submission of a final grade to the Faculty of Graduate and Postdoctoral Affairs after modifications/revisions. Students should note that approval to register in the thesis, etc, is given on the understanding that the student will be in regular contact with his/her supervisor, and that thesis research will be actively pursued in each term of registration.

8.3 Deposit of Thesis Copies

In the case of a thesis, registration must be maintained until two final copies are deposited in the office of the Faculty of Graduate and Postdoctoral Affairs. Should the final copies not be deposited in the office of the Faculty of Graduate and Postdoctoral Affairs by the last day for late registration in a given term, the student will be required to register for that term.

8.4 Reinstatement

Students, whose files have been closed as a result of failure to observe continuous registration requirements; or have lost their status for non-registration for three continuous terms, must apply for reinstatement if they wish to continue their studies. If reinstated, students must pay a reinstatement charge plus the equivalent of 1.0 credit tuition fees for each term in which they failed to register, as well as for the current term of registration.

8.5 Exemption from Registration

Students who have valid reasons for not registering for a term may apply for permission to remain unregistered by:

• Writing to the Dean of the Faculty of Graduate and Postdoctoral Affairs prior to the registration period stating the reasons for seeking exemption from registration;
• by completing an Exemption from Registration form accompanied by a statement from the program graduate supervisor/associate chair (graduate affairs) - and from their thesis supervisor, if applicable - confirming that they will not be on campus for the term, will not use any University facilities (that is, library, laboratories, computer centre, etc.), or receive any supervision, including supervision through correspondence;
• While exempt from registration, students will not be registered with the Faculty of Graduate and Postdoctoral Affairs, neither will they be required to pay fees for this period. They will not be eligible to receive awards administered by Carleton University. In the case of external awards, the regulations of the particular granting agency will apply.

It is understood that such an exemption from registration will be granted only in exceptional cases (for example, medical reasons).

Exemptions are normally granted for one term.

When exemption from registration for a term or terms has been approved by the Dean of the Faculty of Graduate and Postdoctoral Affairs, this period will be exempt from the overall time limit for completion of the program.

An administrative fee per term for an exemption will be charged to the student's account.

8.6 Off-Campus Registration

Students who have been permitted to study off campus while registered full-time at Carleton must register using Carleton Central Web Registration at http://carleton.ca/ccs/services/ web-services/web-server-registration .

8.7 Course Changes

A course change is defined as the addition or deletion of one or more individual courses by a registered graduate student. This is the acceptable procedure for revising or correcting a graduate student's registration. Some course changes must be approved by the student's program graduate supervisor/associate chair (graduate affairs).

The deadline dates for course changes are stipulated in the academic schedule of this Calendar.

8.8 Withdrawal

Graduate students wishing to terminate their registration in a graduate program (that is, drop all courses) must notify their department in writing of their intent to withdraw.

Withdrawal Credit

When a student officially withdraws, a full refund will be issued if notification is received within the refund period. Students are encouraged to examine the financial and award implications of withdrawal. Refund deadline information is available at the Business Office and online at http://carleton.ca/fees .

Mid-Term Transfer of Program

There is no procedure at Carleton University for direct "mid-term" transfer from one graduate program to another. Similarly, there can be no direct transfer to or from undergraduate or special student status. Any candidate who elects to change programs after registration (before the last day of late registration) will be required to withdraw from the first program and then register in the second.

9. Examinations

9.1 General Remarks

Final examinations in courses will be held at the times indicated in the academic schedule. Graduate students must obtain grades that meet the standards outlined in Section 11, Academic Standing, and that satisfy the specific requirements of the program concerned.

 

9.2 Special/Deferred Final Examinations

A graduate student who is unable to write a final examination because of illness or other circumstances beyond their control, or whose performance on the examination has been impaired by such circumstances, may apply to write a special or deferred final examination. Such an application is only necessary if the examination falls beyond the period that an incomplete grade is assigned and will be considered only if it is submitted in writing to the Dean of the Faculty of Graduate and Postdoctoral Affairs within two weeks of the examination.

Appropriate documents will be required.

Students with special needs should follow Paul Menton Centre guidelines at http://www2.carleton.ca/pmc .

9.3 Master's Examinations

In addition to any examination which may be required in individual courses, or comprehensive examinations in required fields of specialisation, a master's candidate who is writing a thesis will be expected to undertake an oral defence of the thesis. When the degree is taken by course work, a comprehensive examination may be required. It is important to note that individual programs may have specific requirements.

9.4 Doctoral Examinations

Doctoral candidates may be asked to pass a qualifying examination at the beginning of their residency at Carleton University.

A comprehensive examination covering prescribed fields will normally be undertaken at least one year prior to the thesis defence. This examination (oral or written, or both) may include any material considered fundamental to a proper comprehension of the field of study.

After the thesis has been received and accepted for examination, a final oral examination on the subject of the thesis and related fields will be held.

The thesis examination must be conducted according to the principles and practices prescribed by the Faculty of Graduate and Postdoctoral Affairs at http://www5.carleton.ca/fgpa/thesis-requirements /.  

9.5 Unsatisfactory Comprehensive Grades

If the comprehensive examination is graded Unsatisfactory, the program may permit the candidate to repeat the examination. If the comprehensive examination is graded Unsatisfactory for a second time, students must make an appeal to remain in their program through their program graduate supervisor/associate chair (graduate affairs) to the Faculty of Graduate and Postdoctoral Affairs.

10. Grading System

10.1 Letter Grades

Carleton University employs the twelve-point system of letter grades to represent standing in graduate lecture courses, directed studies, seminars, tutorials, and some research essays. The letter grades used and the grade point equivalents are:

A+	12
A	11
A-	10
B+	9
B	8
B-	7
C+	6
C	5
C-	4
D+	3
D	2
D-	1

The following percentage equivalents apply to all final grades at Carleton:

A+	90-100
A	85-89
A-	80-84
B+	77-79
B	73-76
B-	70-72
C+	67-69
C	63-66
C-	60-62
D+	57-59
D	53-56
D-	50-52

10.2 Other Grading Notations

Under certain defined circumstances, notations are used instead of letter grades to represent standing. The only notations permissible in the Faculty of Graduate and Postdoctoral Affairs are the following:

• Satisfactory or Unsatisfactory may be assigned, subject to the approval of the Faculty of Graduate and Postdoctoral Affairs, in courses involving practicum, field work, or other complex activities not easily adaptable to the twelve-point system of grading;
• comprehensive examinations are graded Pass With Distinction, Satisfactory, or Unsatisfactory;
• the master's thesis is graded Pass With Distinction, Satisfactory, or Unsatisfactory. The oral defence is graded Satisfactory or Unsatisfactory;
• the Ph.D. thesis and its oral defence are each graded Satisfactory or Unsatisfactory;
• Incomplete may be assigned to a course in which the student has been approved to submit an assignment after the final deadline date. Incomplete must be replaced with a letter grade within forty days of the end of classes. If the Incomplete is not changed to a letter grade within forty days of the end of classes, the Incomplete will be changed to a grade of F, which will remain as a permanent entry on the student's record. In exceptional cases students may petition the Dean of the Faculty of Graduate and Postdoctoral Affairs to have the Incomplete remain on the student record. For circumstances that go beyond the forty-day period (i.e. medical), students may apply for a deferral (refer to Special/Deferred Final Examinations, Section 9.2);
• Fail: F will be assigned to any course in which the student has failed;
• Absent will be assigned to any course in which the student failed to attend the final examination. Students may explain their absence (in writing) to the departmental graduate supervisor/associate chair (graduate affairs) within fourteen days of that examination to request a special or deferred examination;
• Absent may also be assigned where a student has not withdrawn from the course prior to the end of classes; this notation is deemed the equivalent of a failure;
• if a thesis, research essay, independent research project or comprehensive examination is not completed by the end of the period of registration, the notation of In Progress will be recorded. In Progress may, subject to the approval of the Faculty of Graduate and Postdoctoral Affairs, be used for a research seminar, i.e., a seminar in which students present the results of their thesis research. In Progress must be replaced by an appropriate final notation or grade (as specified above) after the thesis, research essay, independent research project or research seminar has been examined. In cases where a student has registered in a research essay or a thesis without completing it and later undertakes course work to complete the degree program, or loses graduate student status in the program, the notation In Progress will remain as a permanent entry on the student's record.

10.3 Release of Grades

Students may access grades through the Carleton Central Student registration system at http://carleton.ca/registrar/registration as soon as the grades are available after the end of the fall and winter terms of the fall/winter session and after the end of the spring/summer session.

10.4 Transcripts

Students are advised that no official transcripts will be released by the University until all outstanding accounts have been paid.

11. Academic Standing

11.1 Qualifying-Year Program

Students should note that admission to the master's program from qualifying year is governed by the admission requirements in Section 2, Admission Requirements and Eligibility.

11.2 Master's Program

A grade of B- or better must normally be obtained in each course credited towards the master's degree. A candidate may, with the support of the departmental graduate supervisor/associate chair (graduate affairs) and the approval of the Dean of the Faculty of Graduate and Postdoctoral Affairs, be allowed a grade of C+ in 1.0 credit. Some programs do not permit the C+ option and apply a B- minimum rule.

Full-Time Continuation

Full-time master's students who fail to achieve a weighted GPA of 7.0 after two terms of study, or to maintain it subsequently, will be required to withdraw from the program. In the event of special or extenuating circumstances, the student may apply through the program graduate supervisor/associate chair (graduate affairs) to the Dean of the Faculty of Graduate and Postdoctoral Affairs for permission to continue in the program.

Part-Time Continuation

Part-time master's students who fail to achieve or maintain a weighted GPA of 7.0 after completing 2.0 credits, or to maintain it subsequently, will be required to withdraw from the program. In the event of special or extenuating circumstances, the student may apply through the program graduate supervisor/associate chair (graduate affairs) to the Dean of the Faculty of Graduate and Postdoctoral Affairs for permission to continue in the program.

11.3 Doctoral Program

Doctoral students must obtain a grade of B- or better in each course credited towards the degree.

11.4 Departmental Evaluation

In addition to the above requirements, departments will undertake a periodic evaluation of a student's progress in his or her overall program to determine whether that progress is satisfactory. In the event that progress is deemed unsatisfactory, the program graduate supervisor may recommend to the Dean of the Faculty of Graduate and Postdoctoral Affairs that the student be required to withdraw.

11.5 Religious Accommodation

Carleton University accommodates students who, by reason of religious obligation, must miss an examination, test, assignment deadline, laboratory, or other compulsory event.

Accommodation will be worked out directly and on an individual basis between the student and the instructor(s) involved. Students should make a formal request to the instructor(s) in writing for alternative dates and/or means of satisfying requirements. Such requests should be made during the first two weeks of any given academic term, or as soon as possible after a need for accommodation is known to exist. Instructors will make reasonable accommodation in a way that shall avoid academic disadvantage to the student.

Students unable to reach a satisfactory arrangement with their instructor(s) should contact the Office of Equity Services at http://www2.carleton.ca/equity/ .

Instructors who have questions or wish to verify the nature of the religious event or practice involved should also contact this office.

12. Thesis Requirements

Guidelines for the preparation of graduate theses [http://carleton.ca/fgpa/thesis-requirements/ ] and information on the procedures for examination of graduate theses are available on the Faculty of Graduate and Postdoctoral Affairs website.

12.1 General Remarks

The thesis is a major requirement of many master's and all doctoral programs and, in conjunction with the research for it, makes up at least one half of the time normally required for the program. The thesis must be expressed in a satisfactory literary form, consistent with the discipline concerned, and must display a scholarly approach to the subject and thorough knowledge of it. A critical review of previous work related to the subject should usually be provided.

Students will not be permitted to submit a thesis for which they have previously received a degree; however, with the permission of the Dean of the Faculty of Graduate and Postdoctoral Affairs, they may incorporate into the thesis material that was included in a previous thesis.

12.2 Master's Thesis

The master's thesis should exhibit a competence in the research process by applying an existing body of knowledge in the critical analysis of a new question or of a specific problem or issue in a new setting. On the basis of that conceptual understanding and methodological competence, it should demonstrate at least one of the following:

1. the development and support of a sustained argument in written form
2. originality in the application of knowledge

Oral Examinations

Students are required to undertake an oral examination of the thesis. Please refer to Thesis Specifications, Section 12.5, Master's, for submission deadlines. The master's thesis will be examined by a board consisting of at least four members, including the thesis supervisor, the chair of the department concerned, an examiner from a department other than that of the candidate, and one additional member from the department concerned. The chair of the department concerned will announce the constitution of the examination board. See Thesis Examination Policy at  http://carleton.ca/fgpa/thesis-requirements/ .

Thesis Weight

Thesis weight must be identified at the time of admission. A change in the thesis weight at a later date requires the approval of the Dean of the Faculty of Graduate and Postdoctoral Affairs.

12.3 Doctoral Thesis

The doctoral dissertation must report, in an organized and scholarly fashion, the results of original research. The thesis must be a contribution to knowledge, and must demonstrate the ability to conceptualize, design and implement research for the generation of new knowledge, applications, or understanding at the forefront of the discipline, and to adjust the research design or methodology in the light of unforeseen problems.

Oral Examinations

The thesis must be defended successfully at an oral examination. Please refer to Thesis Specifications, Section 12.5, Doctoral, for submission deadlines. The doctoral thesis will be examined by a board consisting of at least five members, including the thesis supervisor, an examiner from a department other than that of the candidate, the members of the candidate's advisory committee, and an external examiner who is a recognized authority on the subject of the thesis. The Dean of the Faculty of Graduate and Postdoctoral Affairs, the Dean of the candidate's Faculty, and the chair/director of the candidate's department, institute or school are ex officio members of the board. The Dean of the Faculty of Graduate and Postdoctoral Affairs appoints an independent chair of the board, who is not from the candidate's department, institute or school.

The Dean of the Faculty of Graduate and Postdoctoral Affairs will announce the constitution of the examination board; both it and the thesis examination process are defined by the Thesis Examination Policy found at [http://carleton.ca/fgpa/thesis-requirements/ ].

Thesis Weight

Thesis weight must be identified at the time of admission. A change in the thesis weight at a later date requires the approval of the Dean of the Faculty of Graduate and Postdoctoral Affairs. The work of each Ph.D. candidate will be assisted by an advisory committee of faculty members who will aid the candidate in their preparation for the final comprehensive examination, and assist in the evaluation of the thesis and its oral examination.

12.4 Integrated Thesis Policy

Many disciplines, especially in engineering and the sciences, accept a thesis consisting of student work based on published papers, conference proceedings, or papers awaiting publication. Known as the 'integrated article,'  'manuscript,' 'sandwich,' or 'chapter' thesis,  this  type  of  thesis contrasts with the monograph thesis  traditionally offered for examination. However, the same quality  and  ethical  standards  apply  to  each  thesis  type  and  the  authority  of  the  Thesis Examination Committee remains the same for both. Each individual academic unit decides the thesis format(s) suitable for its discipline.

A. Criteria for Integrated Article Thesis

The integrated article thesis is acceptable under the following conditions:

• The integrated thesis must consist of a coherent account of a unified research project. It is not a collection of loosely connected papers. The student will provide a document that locates a body of work within the context of existing theoretical and methodological debates in the literature, identifies the contributions of the thesis research to that literature and indicates potential directions for further research based upon knowledge gained through the thesis research.
• The thesis  must  be  original  and  present  the  student's own  work  completed  during  the program of study  for  which the thesis is being submitted. The student should be the sole author or principal author of any included materials. The student must have played a major or sole role in setting up and conducting the research, obtaining data and analyzing results, as well as preparing and writing the documents submitted for examination. In the case where co-authored articles are included, the rules and procedures itemized in "Section D" below must be adhered to.
• The thesis must contain a statement from the thesis supervisor verifying the student's contribution to the originality of the material presented in the thesis and clarifying in what way the included materials became part of the thesis.

B. Integrated Article Thesis Format

Published articles which do not follow the traditional thesis formatting rules may be included as thesis chapters. However, the student must ensure that the outside margins of the article are as follows: left margin 1.5", three other margins, 1.0".

The body of an integrated article thesis should contain the following chapters:

 

• Abstract
  The abstract includes a brief description of the subject matter and summarizes the main themes presented in the thesis.
• Preface
  The preface must provide full bibliographical details for each article included in the thesis, as well as whether the article is reproduced in whole or in part.  In the case of a partially reproduced article, the preface must include a description of the changes that have been made to the published version. Use of copyrighted material must be acknowledged in the preface and tables and figures must have "Reprinted with permission of…" in their captions. See below "Section C" on copyrighted material. Students must also indicate how others are to cite material from this thesis. In the case where the thesis includes co-authored material, see rules and procedures for co-authored material in "Section D", below.
• Introductory Chapter /Literature Review
  The introductory chapter provides a comprehensive review of the literature that establishes the student's familiarity with relevant work in the field; sets out the objectives of the thesis; places the research into the larger context of the candidate's discipline; and provides an overall thematic cohesiveness of the chapters (research papers) to the reader.
• Methods Chapter
  The methods chapter should include an overview of the methodological approach used in the thesis and the common methodological assumptions or techniques that link the data chapters into a cohesive entity. A crucial feature of the scientific method is repeatability. The thesis must thus contain detailed descriptions of the experimental procedures followed to obtain results, so as to ensure that readers may be able to test the validity of research outcomes. In cases where such detailed descriptions do not appear in the integrated chapters, they must be included in the Methods Chapter. It is also acceptable to include this information in an Appendix, if the explanation is so protracted and tedious that it detracts from the readability of the main body of the text.       
• Data (Research Paper) Chapters
  Normally, 3 or 4 articles form the body of the thesis and are divided into separate chapters. This work must be smoothly integrated into the flow of the thesis to produce a unified and appropriately sequenced argument. To do so may require some additions, deletions or re- writing of the original material. In cases where a published article is directly reproduced as a chapter without reformatting, additional pages at the beginning and the end of the chapter should be added to ensure logical and coherent transition between chapters.
• Conclusion
  The conclusion  chapter  summarizes  and  critiques  the  research  topic  as  a  whole,  of-fers  an analysis of the limitations existing in the study and suggests potential areas of future research based on the thesis findings.
• Bibliography and References and Citations
  Bibliographic format should be appropriate to the discipline. Methods of handling and listing references in the text vary. Because the body of the thesis contains chapters representing a separate piece of published work, each chapter may contain its own bibliography. Depending upon the situation, the literature review and/or summary chapter may also contain bibliographies to reflect individual citations made in those sections. Tables and figures should be included in appropriate chapters and numbered consecutively using the chapter number e.g. Chapter 2 would be numbered Table 2-1, 2-2 and so on. This practice avoids the table number repetition that may occur if separate published article material is used.
• Appendices
  Appendices are optional. Normally, appendices are included to provide information that detracts from the readability of the main body of the text or to present data or information used in the thesis but not directly obtained by the thesis author.  For  example,  lengthy tables,  detailed explanation  of  laboratory  procedures,   and   computer  programs  may  be  included  in  the appendices.

Texts from Prior Theses

 A prior graduate thesis or sections of a prior graduate thesis cannot be included as an article in the Ph.D. thesis. The goal is to present a coherent body of research rather than a collation of every piece of work that the student has produced. In the case where doctoral research is closely related to work already completed at the master's level, students will be requested to include a statement attesting to the fact that no text in the thesis has appeared in another thesis.

C. Copyrighted Materials and Permissions

Use of copyrighted material must be acknowledged in the Preface and tables and figures must have "reprinted with permission of…" in their captions.

If the student wishes the work to include text that has already been published as a journal article or book chapter, the student must obtain permission from the publisher and include it along with the thesis as a separate document. Note that Library and Archives Canada request that permissions be submitted separately with the thesis.

In a case where a thesis includes papers co-authored by the student and others, the thesis must  state  explicitly  who  contributed  to  such  work  and  the  nature  and  extent  of  that contribution. The candidate must obtain permission from the co-authors to use this work and provide a statement of permission along with the thesis as a separate document. Each co-author must include in the statement of permission the extent of her/his contribution to the article(s) included in the thesis. See Section D below.

D. Rules and Procedures for Integrated Theses which Include Co-Authored Material

Co-authored publications are a common practice in many disciplines. The thesis, however, must represent the work of the student submitting it for credit. It is thus imperative that rules and procedures be followed to ensure that a student submitting an integrated thesis which includes co-authored article(s) be examined and evaluated on their own contribution to the collective publication(s).

Preface and additional documents

The preface must include a statement from the supervisor and the student indicating that the student was fully involved in setting up and conducting the research, obtaining data and analyzing results, as well as preparing and writing the material presented in the co-authored article(s) integrated in the thesis. There must also be a statement that clearly distinguishes the specific contributions of the student from those of all other collaborators or co-authors. The supervisor must include a statement which confirms the information provided by the student in the preface. Additionally, each co-author must confirm in a signed statement the extent of her/his contribution to the co-authored article(s) included in the thesis. These statements must be provided along with the thesis as separate documents. The objective of this requirement is to assure examiners that there has been full disclosure of collaborative activity. In providing these statements, all parties involved must take into consideration the rules and regulations of Carleton University's Academic Integrity policy.

Multiple use of the same co-authored article(s)

As a general rule, the same text from a co-authored published article should not be used in more than one thesis. In the case of students who have worked collaboratively on projects leading to a published article which comprises different sections of text with different single-author attribution, the relevant section(s) of the article may be included in different theses. In the case of a wholly collaborative article where individual contributions cannot be determined, the same article may be used in more than one thesis, but to a maximum of three theses. In cases where the same article appears in more than one thesis, each thesis must include a statement from all students and all supervisors involved confirming that all students collaborated equally in the production of the article(s). These statements must be provided along with the thesis as separate documents.

Issues of copyright must be addressed by the student as outlined in the copyright section above. The candidate must obtain permission from the co-authors to use this work and include a statement of permission along with the thesis as a separate document. Each co-author must include in the statement of permission the extent of her/his contribution to the article(s) included in the thesis.

E. Integrated Article Thesis Examinations

Article  publication  or  acceptance  of  publication  does  not  supercede  the  authority  or responsibility  of  the  Thesis  Examination  Committee  to  evaluate  the  thesis  during  the examination process and to recommend or require changes.

Thesis examination rules/policies and procedures are not changed to accommodate the integrated article thesis.

The oral examination concentrates on testing the candidate's knowledge as much as on questioning the written document.

12.5 Deadlines

Master's Thesis

Master's students expecting to graduate at the Spring Convocation must submit their thesis to their supervisor, in examinable form, by March 1. Master's students expecting to graduate at the Fall Convocation must submit their thesis by August 1. Master's students expecting to graduate at the Winter Graduation must submit their thesis by December 1.

Doctoral Thesis

Ph.D. students expecting to graduate at the Spring Convocation must submit their thesis to their supervisor, in examinable form, by March 1. Ph.D. students expecting to graduate at the Fall Convocation must submit their thesis by August 1. Ph.D. students expecting to graduate at the Winter Graduation must submit their thesis by December 1.

12.6 Specifications

• The candidate must submit six printed copies for examination which must comply with the special departmental requirements governing the form of the thesis, including methods of bibliographical entry and the use of diagrams and tables.
• Each thesis must be accompanied by a suitable abstract. The abstract of a master's thesis should not exceed 150 words, while the abstract of a doctoral thesis may be up to 350 words in length.
• Regulations regarding style, pagination, certification, acceptance, grade and size of paper, abstracts, reproduction, microfilming, binding, and the constitution of the examining board will be prescribed by the Faculty of Graduate and Postdoctoral Affairs.

Master's Thesis

Students are expected to notify their supervisor and the chair of the department at least two weeks in advance of the date on which they intend to submit the completed thesis. Six copies of the completed thesis must be submitted to the department at least four weeks in advance of the intended date of examination. The thesis examination and defense will then be scheduled and the date will be announced at least two weeks in advance. The department, institute or school must deposit one copy of the thesis with the office of the Faculty of Graduate and Postdoctoral Affairs at least two weeks in advance of the actual date for the examination and defense.

Doctoral Thesis

The candidate is expected to notify their supervisor and the chair of the department at least two weeks in advance of the date on which they intend to submit the completed thesis. The candidate is then expected to submit six copies of the completed thesis to the department at least six weeks in advance of the intended date of examination. The thesis examination and defense will then be scheduled and the date will be announced by the Dean of the Faculty of Graduate and Postdoctoral Affairs at least four weeks in advance. The department, institute or school must deposit one copy of the thesis to the office of the Faculty of Graduate and Postdoctoral Affairs at least four weeks in advance of the actual date for the examination and defense.

The Faculty of Graduate and Postdoctoral Affairs requires the submission of two unbound paper copies of the approved master's/doctoral thesis. Please note that Faculties/Department/Institutes/Schools may have an additional requirement for bound paper copies to meet degree requirements. Students should contact their department, institute or school to determine the number of required bound copies. Refer to Graphic Services for binding information at http://www2.carleton.ca/graphicservices .

12.7 Licence to the University and to Library and Archives Canada

In the interest of facilitating research by members of the Carleton community and by interested outsiders, and in consideration of their having been accepted as a graduate student at Carleton, the author of a thesis or dissertation submitted in partial fulfillment of the requirements for an advanced degree shall grant to the University a license to make single copies or microfilms, solely for the purpose of private study and research, in response to written requests from individuals, libraries, universities, or similar institutions.

Students wishing to deposit their thesis with Library and Archives Canada and participate in electronic distribution of their research are advised to review the revised procedures available online http://www.collectionscanada.gc.ca/thesescanada/index-e.html .

It is understood that the author retains other publication rights, and that neither the thesis nor extensive extracts from it may be printed or otherwise reproduced without the author's written permission.

12.8 Withholding of Thesis Deposition

If, at the time of submitting their thesis, students elect to protect any rights to immediate commercial publication, or to obtain a patent which may arise from their research, or to keep their thesis out of circulation, they may apply in writing to the Dean of the Faculty of Graduate and Postdoctoral Affairs requesting that the thesis be withheld from deposit in the library:

• for an additional period of three months, without reason;
• for each additional period of six months, with reason (total period of restriction not to exceed two years).

A request for extension of the restriction must be submitted one month prior to the termination of the approved s period. Justification for extension of the restriction is required.

12.9 Degree Completion

A registered candidate who completes their degree requirements by depositing the thesis prior to the last day for withdrawal in any term (as specified in the academic schedule) is required to request formal withdrawal for refund purposes if they anticipate any refund of fees.

This applies to thesis or research essay registration.

13. Time Limits for Program Completion

13.1 General Remarks

There are maximum time limits for the completion of programs. Students may also be subject to time constraints prescribed by individual programs to ensure orderly and timely progress through their programs.

13.2 Master's Program

Full-time

All master's students admitted as full- time students must complete their degree requirements within two calendar years after the date of initial registration, regardless of any subsequent change of status to part-time. Terms of non-registration are equated to full-time registration terms when calculating the overall time to program completion.

Part-time

All master's students admitted as part-time students must complete their degree requirements within six calendar years after the date of initial registration. Terms of non-registration are equated to part-time registration terms when calculating the overall time to program completion. A change of a student's status from part-time to full-time status will result in a pro-rated reduction in the required time to completion for each subsequent term of full-time study.

Failure to complete the program within the prescribed time lines or failure to maintain continuous registration will require reevaluation of the student's entire program and may result in termination.

13.3 Doctoral Program

Full-time

All Ph.D. students admitted as full-time students and admitted on the basis of a master's degree (that is, with a program of 10.0 credits or the equivalent) must complete the Ph.D. degree requirements within five calendar years after the date of initial Ph.D. registration, regardless of any subsequent change of status to part-time. Terms of non-registration are equated to full-time registration terms when calculating the overall time to program completion.

Part-time

All Ph.D. students admitted as part-time students must complete the degree requirements within nine calendar years after the date of initial Ph.D. registration. Terms of non-registration are equated to part-time registration terms when calculating the overall time to program completion. A change of a student's status from part-time to full-time status will result in a pro-rated reduction in the required time to completion for each subsequent term of full-time study.

Failure to complete the program within the prescribed time lines or failure to maintain continuous registration will require reevaluation of the student's entire program and may result in termination.

13.4 Exemption from Time Limit

When exemption from registration for a term or terms has been approved by the Dean of the Faculty of Graduate and Postdoctoral Affairs, this period will be exempt from the overall time limit allowed for completion of the program. An administration charge for each term of exemption will be applied to the student's account.

For Exemption from Time Limit procedure/forms please visit http://www2.carleton.ca/fgpa/student-forms/

13.5 Extension of Time Limit

Time limits are strictly enforced. An extension of a student's time to completion will be considered only when there is substantial evidence that the student has attempted to make regular and consistent progress toward completion of the degree requirements. A written request to extend the completion date must be submitted to the Dean of the Faculty of Graduate and Postdoctoral Affairs one term before the normal time period to complete the degree expires. The request must be supported by the student's thesis supervisor and the program graduate supervisor/associate chair (graduate affairs). The request must include a plan of remaining work including the anticipated time of completion of the degree requirements. Each subsequent request to extend a student's completion date requires greater justification. Third requests for extensions are rarely, if ever, granted. Being employed full time is not in itself considered sufficient grounds for granting an extension.

An administrative charge for each term of extension will be applied to the student's account.

For Time Extension procedure/forms visit http://carleton.ca/fgpa/student-forms .

14.0 Co-operative Education Policy

Co-operative Education is based on the principle that academic study combined with work periods is an effective method of professional preparation.  Work periods at various points in the academic program allow students to acquire experience within their discipline.  The Co-operative Education program is a complement to the graduate students’ academic studies.  Students that are accepted into the co-op option must prepare a work-term report that meets the expectations of each individual discipline.

 Application Requirements

Graduate students have their first opportunity to apply to the co-op program once they have begun the first term in their Master’s level program. The application must be completed via the Co-op and Career Services website before the end of the first term after beginning one of the degree programs which offers the co-op option. Students may also delay their participation until later in their degree, provided that they have a suitable number of credits remaining to complete their degree. These applications are reviewed and decisions made on a case-by-case basis.

 Participation Requirements

 

 Co-op Agreement

All graduate students must adhere to the policies which outline the requirements for participation in the Co-op Agreement. The Agreement can be located in the Co-op Resources section of MyCareer.

Communication with the Co-op Office

Graduate students must maintain regular contact with the co-op office during their job search and while on a work term.  All email communication will be conducted via the students' Carleton email account.

Graduation with the Co-op Designation

In order to graduate with the co-op designation, graduate students must satisfy all requirements of the degree program in addition to co-op program requirements (successful completion of a minimum of two work terms).

Employment

Although every effort is made to ensure a sufficient number of job postings for all students enrolled in the co-op option of their degree program, no guarantee of employment can be made.  Carleton’s co-op program operates a competitive job search process and is dependent upon current market conditions.  Academic performance, skills, motivation, maturity, attitude and potential will determine whether a student is offered a job.  It is the student’s responsibility to actively conduct a job search in addition to participation in the job search process operated by the co-op office.  Students that do not successfully obtain a co-op work term are expected to continue with their academic studies.  The summer term is the exception to this rule. Students should also note that hiring priority is given to Canadian citizens for co-op positions in the Federal Government of Canada.

Work Term Assessment and Evaluation

To obtain a Satisfactory grade for the co-op work term students must have:

1.   A satisfactory work term evaluation by the co-op employer;

2.   A satisfactory grade on the work term report.

Graduate students must submit a work term report at the completion of each four-month work term.  Reports are due on the 16th of April, August, and December and students are notified of due dates through their Carleton email account.

Workplace performance will be assessed by the workplace supervisor.  Should a student receive an unsatisfactory rating from their co-op employer, an investigation by the co-op program manager will be undertaken.  An unsatisfactory employer evaluation does not preclude a student from achieving an overall satisfactory rating for the work term.

Voluntary Withdrawal from the co-op option

Graduate students may withdraw from the co-op option of their degree program during a study term ONLY.  Students at work may not withdraw from the work term or the co-op option until s/he has completed the requirements of the work term.

Students are eligible to continue in their regular academic program provided that they meet the academic standards required for continuation.

Involuntary or Required Withdrawal from the Co-op option

Graduate students may be required to withdraw from the co-op option of their degree program for one or any of the following reasons:

1.  Failure to pay all co-op related fees;

2.   Failure to actively participate in the job search process;

3.   Failure to attend all interviews for positions to which the student has applied;

4.   Declining more than one job offer during the job search process;

5.   Continuing a job search after accepting a co-op position;

6.   Failure to be registered in the Co-op Work Term course;

7.   Dismissal from a work term by the co-op employer;

8.   Leaving a work term without approval by the Co-op Manager;

9.   Receipt of an unsatisfactory work term evaluation;

10. Submission of an unsatisfactory work term report;

Standing and Appeals

The Co-op and Career Services office administers the regulations and procedures that are applicable to the all co-op program options.  All instances of a student’s failure during a work term or other issues directly related to their participation in the co-op option will be reported to the academic department. 

While at Work

Graduate students will be registered in a Co-op Work Term course while at work.  The number of Co-op Work Term courses that a student is registered in is dependent upon the number of 4-month work terms a student accepts.

Graduate students must be registered as full-time before they begin their co-op job search. They will then be switched to part-time status during the term(s) in which they are working. At this time, the department/student may request an exemption from continuous registration in their thesis.

The student is permitted to register in 0.5 credits only while on a work term. This course must be taken outside of working hours. If the course is only offered during work hours the student may appeal the regulation and submit a request to the co-op office for review. Students must obtain the approval of the employer prior to submission and must be willing to make up the hours of work missed.

If the student is in receipt of a Teaching Assistant, Research Assistant, or other type of scholarship the value of the award will be deferred to a later term. Please note that external awards will be issued/deferred based on the external agency criteria.

Once a work term is completed the student’s status will be changed back to full-time unless confirmation of another work term is received.

Graduate students may be permitted to finish their degree on a co-op work term provided they only have 0.5 credits remaining. The student must complete a request to the co-op office for consideration of approval.

International Students

All Graduate International Students are required to possess a Co-op Work Permit issued by Citizenship and Immigration Canada before they can begin working. It is illegal to work in Canada without the proper authorization. Students will be provided with a letter of support to accompany their application. Students must submit their application for their permit before being permitted to accept a work term position. Confirmation of a position will not be approved until a student can confirm they have received their permit and the expiry date. Students are advised to discuss the application process and requirements with the International Student Services Office.

Co-op Fees

Graduate students participating in the co-op option of their degree program are required to pay the co-op fees. For full details on how the co-op fees are assessed please review the Graduate Fees section of the Co-op and Career Services website: http://www1.carleton.ca/co-op/fees/graduate-fees/

15.0 Grade Review

Within one month of the release of grades or the announcement of examination by committee (comprehensive examination, research essay or thesis) results, a graduate student may request, through the Faculty of Graduate and Postdoctoral Affairs, that one or more of their grades or results be reviewed. The results of examination by committee (including comprehensive, research essay or thesis examinations) will only be reviewed on procedural grounds. Grades for other courses will be reviewed through the submission of all or part of the written coursework to two re-readers. The identity of the student will remain confidential. The average grade of the re-readers will replace the original of the reviewed work. Parts of grades based on non-written work (e.g., participation) will not be reviewed. The administration fee must accompany the review request. The process for the conduct of reviews can be found at http://www.carleton.ca/fgpa/student-forms/policies-and-guidelines/ .

Note:  The review process will not take place if the fee is not remitted. If the grade is raised, the administration fee is refundable.

16.0 Program Review

A graduate student has the right to request a review of decisions made concerning their status or any other ruling relating to their program. All such requests are to be made in writing to the Dean of the Faculty of Graduate and Postdoctoral Affairs.

17.0 Records Retention Policy

Since 2005 the University has implemented a records retention policy which provides for the destruction of student file folders and their contents after a period of five years has elapsed since the last registration. This policy applies to those students who are formally admitted and registered in degree programs. Further information on this policy can be obtained by contacting the Faculty of Graduate and Postdoctoral Affairs.

18.0 Academic Integrity

18.1 Introduction

Carleton University is a community of scholars dedicated to teaching, learning and research. Sound scholarship rests on a commitment to a code of academic integrity that stresses principles of honesty, trust, respect, fairness and responsibility. The University demands integrity of scholarship from all of its members including students. The quality and integrity of academic work is paramount in achieving student success.

The University states unequivocally that it demands academic integrity from all its members. Academic dishonesty, in whatever form is ultimately destructive to the values of the University. Furthermore, it is unfair and discouraging to those students who pursue their studies honestly. The integrity of university academic life and the degrees conferred by the university is dependent upon the honesty and soundness of scholarship. Conduct by any person that adversely affects this process is a serious matter. Students who violate the principles of academic integrity through dishonest practices undermine the value of the Carleton degree. Dishonesty in scholarly activity cannot be tolerated. Any student who violates the standards of academic integrity will be subject to appropriate sanctions.

18.2 The Policy

The University has adopted a policy to deal with allegations of academic misconduct. This policy is expressed in the document Carleton University Academic Integrity Policy, effective July 1, 2006. The policy describes in detail its scope of application, principles, definitions, rights and responsibilities, academic integrity standards, procedures, sanctions, transcript notations, appeal process, and records implications.

The complete policy is available at: http://carleton.ca/studentsupport .

18.3 Academic Integrity Standards

From the Academic Integrity Policy (Section VI):

Effective adherence to academic integrity requires that students understand the meaning of academic dishonesty. The following list describes conduct that violates standards of academic integrity which may lead to the imposition of sanctions pursuant to this policy. It is important to note that this is not a comprehensive list and should not be viewed as exhaustive.

1. Plagiarism
   Plagiarism is presenting, whether intentional or not, the ideas, expression of ideas or work of others as one's own. Plagiarism includes reproducing or paraphrasing portions of someone else's published or unpublished material, regardless of the source, and presenting these as one's own without proper citation or reference to the original source. Examples of sources from which the ideas, expressions of ideas or works of others may be drawn from include but are not limited to: books, articles, papers, literary compositions and phrases, performance compositions, chemical compounds, art works, laboratory reports, research results, calculations and the results of calculations, diagrams, constructions, computer reports, computer code/software, and material on the Internet.
   
   Examples of plagiarism include, but are not limited to:
   • submitting a take-home examination, essay, laboratory report or other assignment written, in whole or in part, by someone else;
   • using ideas or direct, verbatim quotations, paraphrased material, algorithms, formulae, scientific or mathematical concepts, or ideas without appropriate acknowledgment in any academic assignment;
   • using another's data or research findings;
   • submitting a computer program developed in whole or in part by someone else, with or without modifications, as one's own;
   • failing to acknowledge sources through the use of proper citations when using another's works and/or failing to use quotation marks.
2. Unauthorized Resubmission of Work
   A student shall not submit substantially the same piece of work for academic credit more than once without prior written permission of the course instructor in which the submission occurs. Minor modifications and amendments, such as phraseology in an essay or paper do not constitute significant and acceptable reworking of an assignment.
3. Unauthorized Cooperation or Collaboration
   An important and valuable component of the learning process is the progress a student can make as result of interacting with other students. In struggling together to master similar concepts and problems and in being exposed to each other's views and approaches, group of students can enhance and speed the learning process. Carleton University encourages students to benefit from these activities. However, it is also critically important that each individual student's abilities and achievements form the basis of the evaluation of that student's progress. As result, while collaboration is supported as being beneficial for various components of course and is generally encouraged, instructors typically limit the amount of collaboration allowed and communicate this to students in the course outlines. To ensure fairness and equity in assessment of term work, students shall not cooperate or collaborate in the completion of an academic assignment, in whole or in part, when the instructor has indicated that the assignment is to be completed on an individual basis. Failure to follow the instructor's directions regarding which assignments, or parts of assignments, should be completed by the individual alone will be considered violation of the standards of academic integrity.
4. Misrepresentation
   Students shall not submit or present false assignments, research, credentials, or other documents or misrepresent material facts for any academic purpose. Examples of misrepresentation include but are not limited to:
   • research or lab results and data;
   • concocted facts or references;
   • medical or compassionate certificates;
   • admission documents;
   • letters of support or other letters of reference;
   • academic records, transcripts, diplomas or other registrarial records;
   • misrepresenting the date or time of submission;
   • changing a score or record of an examination result and/or
   • altering graded work for resubmission.
5. Impersonation
   It is a violation of the standards of academic integrity to impersonate another person or enter into an arrangement with another to be impersonated by any means for the purposes of gaining academic advantage including in the taking of examinations, tests, or the carrying out of laboratory or other assignments.
6. Withholding
   It is a violation of the standards of academic integrity to withhold records, transcripts or other academic documents to mislead or gain unfair academic advantage.
7. Obstruction and Interference
   It is a violation of the standards of academic integrity to obstruct or otherwise interfere with the scholarly activities of another in order to gain unfair academic advantage. This includes but is not limited to interfering or tampering with data or files, with human or animal research subjects, with a written or other creation (e.g. painting, sculpture, file), with a chemical used for research, with any other object or study or research device or with library, electronic or other materials intended for academic use.
8. Disruption of Classroom Activities or Periods of Instruction
   Carleton University has a commitment to provide a safe environment for learning. It is a violation of the standards of academic integrity for student registered in class to disrupt the class or other period of instruction with any action or behaviour reasonably judged by the instructor, lab assistant or tutorial assistant to be detrimental to the class. Normally disruption of activities outside of the classroom or outside of periods of instruction or by a student not registered in the class is dealt with under the Student Rights and Responsibilities Policy, but in particular cases may be subject also to this Policy.
9. Improper Access
   It is a violation of the standards of academic integrity to improperly obtain access to confidential information such as examinations or test questions or to gain undue academic advantage as result of such behaviour.
10. Improper Dissemination
    It is a violation of the standards of academic integrity to publish, disseminate or otherwise make public to third party without prior written consent, confidential information. Confidential information includes but is not limited to academic information, data or documents which are not otherwise publicly available and which have been gathered or held with reasonable expectation of confidentiality. In particular, students are expected to follow the Carleton University Policies and Procedures for the Ethical Conduct of Research.
11. Assisting in the Violation of the Standards of Academic Integrity
    To assist anyone in violating the standards of academic integrity is itself violation of academic integrity standards and subject to this policy. For example, giving another student an assignment that you have submitted for another class and allowing that student to copy parts of the assignment and submit it as his/her own work would be a violation of this policy.
12. Tests and Examinations
    The University is committed to ensuring fairness and consistency in the completion of examinations. As part of this commitment, students are required to follow proper examinations procedures. A student who commits a violation of this policy on an examination, test, or takehome examination, or obtains or produces an answer or unfair advantage by deceit, fraud, or trickery, or by an act contrary to the rules of the examination are subject to the sanction under this Policy.
    
    These rules include but are not limited to:
    • bringing to the examination/test room any textbook, notebook, memorandum, other written material or mechanical or electronic device not authorized by the examiner
    • writing an examination or part of it, or consulting any person or materials outside the confines of the examination room without permission to do so
    • leaving answer papers exposed to view
    • attempts to read other students' examination papers and/or speaking to another student (even if the subject matter is irrelevant to the test).

A violation of this policy may also occur by breaching one of the formal examination rules included on the back of the examination booklet. (These rules are outlined in Appendix A of the Policy, and in Section 14.2 of these Regulations.)

18.4 Procedures

Instructors, advisors and/or supervisors must report all suspected cases of violation of the Academic Integrity Policy to the Faculty Dean. Details of the procedures to be followed in the event of a suspected violation can be found in Section VII, Procedures, of the Carleton University Academic Integrity Policy at http://carleton.ca/studentsupport .

18.5 Sanctions

In cases where an investigation determines that a violation of the Academic Integrity Policy has occurred, sanctions may be applied by the Faculty Dean, the Provost and Vice President (Academic), or by Senate Executive.

Sanctions may include but are not limited to completion of a remediation process, a written reprimand, assignment of a failing grade, withdrawal from a course, suspension from a program, suspension or expulsion from the University. Sanctions may be used independently or in combination for any single violation. This list is not exhaustive and intended only as a guide. For a complete description of possible sanctions, consult Section IX, Sanctions, of the Carleton University Academic Integrity Policy, available at: http://carleton.ca/studentaffairs .

19. Offenses of Conduct

19.1 Discrimination and Harassment

The University has in place policies and procedures to deal with allegations of discrimination and harassment, including sexual harassment. These are outlined in detail in the Carleton University Human Rights Policies and Procedures, effective May 1, 2001 and which can be found on the Carleton Web site under Equity Services.

Unacceptable conduct is outlined in the policy and includes discrimination or harassment based on race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, political affiliation or belief, sex, sexual orientation, gender identity, age, marital status, family status, or disability/handicap within the meaning of the Ontario Human Rights Code. Unacceptable conduct also includes threatening, stalking and unwelcome communication either in person or through electronic or other means. For the three policy sections below, the definition of prohibited behaviour is described in the italicized section which follows.

From the Anti-Racism and Ethnocultural Relations Policy'6. The University prohibits discrimination and harassment, including conduct on the basis of race, ancestry, place of origin, colour, ethnic origin and citizenship that:'

From the Gender Equality Policy'6. The University prohibits discrimination and harassment, including conduct on the basis of sex, gender or gender identity that:'

From the Sexual Orientation Equality Policy. The University prohibits discrimination and harassment, including conduct on the basis of sexual orientation or perceived sexual orientation that:'

1. Is abusive, demeaning or threatening including behaviour such as name calling; derogatory remarks, gestures and physical attacks; or display of derogatory or belittling pictures and graffiti; or
2. Biases administrative and appointment decisions, employment and workplace practices, tenure, promotion, appointment, leave and salary determinations; or
3. Biases academic decisions such as admissions, grading, the application of regulations and requirements and scheduling of academic activities; or
4. Misuses power, authority or influence; or
5. Discriminates in the provision of goods and services, or access to premises, accommodation and other facilities.'

From the Sexual Harassment Prevention Policy. Sexual harassment occurs when an individual engages in sexually harassing behaviour or inappropriate conduct of a sexual nature that is known, or ought reasonably be known, to be unwelcome, and that:

1. Interferes with the academic or employment performance or participation in a University-related activity for the person harassed; and/or
2. Is associated with an expressed or implied promise of employment-related or academic-related consequence for the person harassed (including reward, reprisal or condition of study or employment); and/or
3. Provides a basis for academic or employment decisions affecting the person harassed; and/or
4. Creates an abusive, demeaning, or threatening study, work or living environment for the person harassed; and/or
5. Excludes the person harassed from rights and/or privileges to which they are entitled.

Sexually harassing behaviour may be physical, verbal or psychological. It may be conveyed directly or by telephone, writing or electronic means. Examples of inappropriate sexual conduct include:

1. Unwelcome sexual solicitations, flirtations or advances; sexually suggestive comments, gestures, threats or verbal abuse;
2. Unwarranted touching or physical contact of a sexual nature, coerced consent to sexual contact, or sexual assault;
3. Inappropriate display or transmission of sexually suggestive or explicit pictures, posters, objects or graffiti;
4. Leering, compromising invitations, or demands for sexual favours;
5. Degrading, demeaning or insulting sexual comment or content, including unwelcome remarks, taunting, jokes or innuendo about a person's body, sexuality, sexual orientation or sexual conduct;
6. Misuse of position or authority to secure sexual favours;
7. Persistent, unwanted attention or requests for sexual contact after a consensual relationship has ended; or
8. A course of sexualized comment or conduct that interferes with the dignity or privacy of an individual or group.'

Enforcement of this policy is carried out according to the procedures established in the policy. The procedures include the provision of advice and information to complainants and respondents and allow for various methods of informal resolution, including mediation.

Students with concerns regarding discrimination, harassment, stalking, sexist or racist behaviour, or any other prohibited action as outlined in the Human Rights Policy, should call or meet with a member of Equity Services for advice and guidance on how to handle the situation. This service is confidential and does not compel the student to take any further action.

Formal complaints must be made in writing and directed to the Dean or Vice President responsible for the area where the complaint took place. Staff in Equity Services are available to assist with the preparation of a formal complaint. Complaints must be made within 12 months after the last alleged incident of discrimination or harassment unless exceptional circumstances apply in which case the University Secretary may grant an extension of up to an additional 12 months.

The procedure for formal complaints is outlined below:

1. An allegation shall be made in writing to the Dean of the Faculty in which the program to which the respondent has been admitted belongs or, in the circumstances where the respondent has not been admitted to a program, to the Dean of the Faculty where the majority of courses in which the respondent has registered are administered. An allegation against a student in residence when made by another student in residence which involves the complainant's enjoyment of her/his accommodation shall be made to the Vice-President (Academic). The Dean, or the Vice-President (Academic), as the case may be, shall cause to have an investigation conducted and, upon receipt of the report of the investigation, shall either
   1. dismiss the allegation on the grounds of insufficient evidence or lack of jurisdiction by the University, or
   2. accept that the allegation is founded and seek the agreement of the respondent to a remedy, or
   3. refer the matter to the President. A Dean's dismissal of the allegation may be appealed, within ten working days, to the Vice-President (Academic) who may, in turn, either
      1. again dismiss the allegation, or
      2. accept that the allegation is founded and propose a remedy to the respondent, or
      3. refer the matter to the President. In the case of students in residence, where the original allegation has been made to the Vice-President (Academic) and is dismissed, appeal shall be directly to the President who may either
         1. again dismiss the allegation, or
         2. accept that the allegation is founded and propose a remedy to the respondent, or
         3. refer the matter to a tribunal appointed by the Senate.
2. In the instance where the matter has been referred to the President, the latter shall decide whether or not the University shall conduct a hearing before a tribunal appointed by the Senate.
   
   If the allegation is proven, the tribunal shall decide upon one of the following sanctions:
   
   The student may be:
   1. expelled;
   2. suspended for a period of time from all studies at the University;
   3. restricted in his/her use of University facilities; and/orgiven a reprimand.
      
      Should the President decide not to conduct a hearing before a tribunal, the allegation shall be deemed to have been dismissed, but the President shall give written reasons for such a decision, and these reasons shall be communicated to the parties involved.
       
3. In the instance where the complainant wants redress from the University without the involvement of the respondent, or where the respondent is unknown or is not a member of the University community, and/or where there is a claim that the University has failed or has been negligent in providing a safe, non-hostile environment, the allegation of an offence shall be made in writing to the President, who shall cause an investigation to be conducted. Upon receipt of the report of the investigation, the President may order any relief he/she deems fit, and shall give written reasons for the decision; which reasons shall be communicated to the complainant.

Information about procedure governing tribunals is available from the Clerk of Senate.

20. Appeals and Petitions

20.1 Criteria and Procedures

Assuming that a graduate student has exhausted all avenues of appeal and petition with the Dean of the Faculty of Graduate and Postdoctoral Affairs (questions regarding the appeals process can be directed to the Office of the Dean at 613-520-2518), a graduate student may appeal the decision of the University to deny the award of degree or the required withdrawal of the student to the Senate upon certain specific grounds.

Such grounds are the allegation by the student that the student has been denied a degree or forced to withdraw because of some mistake, error, or improper conduct by the University, its officers, or employees.

A graduate student may petition the Senate to grant a degree or to stay a decision of required withdrawal on compassionate grounds.

Such appeals and petitions must be submitted in writing, within ninety days of receipt by the student of the decision which is to be appealed or petitioned, to the Clerk of Senate.

21. Graduation

21.1 Conferring of Degrees

On the recommendation of the Faculty of Graduate and Postdoctoral Affairs and with the approval of the Senate of the University, degrees are conferred by the Chancellor in the spring and fall of each year.

21.2 Application Deadlines

Candidates may have their degrees certified in February each year; they must apply by December 1. Students expecting to graduate at the Spring Convocation must apply for graduation in the Graduate and Postdoctoral Affairs office by March 1. Those expecting to graduate at the Fall Convocation must apply by September 1.