ZOOLOGY SUPPLEMENTAL REGULATIONS REVISED 2004 * * * * * * * * * * * * * * * *

ZOOLOGY SUPPLEMENTAL REGULATIONS REVISED 2004 * * * * * * * * * * * * * * * *

2 PREAMBLE All students are responsible for understanding the policies, regulations, and guidelines of the University of Manitoba, the Faculty of Graduate Studies, as well as their Department/Program of study. This document is intended to serve as a guide to Zoology faculty and students for Zoology Supplemental Regulations. These supplemental regulations provide the rules and practices that are different than (i.e. in addition to or contravene) the minimum regulations of Faculty of Graduate Studies (FGS). The Graduate Calendar (http://webapps.cc.umanitoba.ca/calendar04/graduate_studies/) should be consulted for a complete description of the University of Manitoba policies and regulations concerning Graduate Studies. Other documents, available through the FGS or the FGS website (http://www.umanitoba.ca/faculties/graduate_studies) should be consulted for details: 1. Academic Guide: A compendium of regulations, policies, practices and forms (http://www.umanitoba.ca/faculties/graduate_studies/publications/newacade micguide.pdf) 2. Graduate Studies: Roles and Responsibilities A guide for faculty and students http://www.umanitoba.ca/faculties/graduate_studies/publications/roles. pdf 3. Thesis Guidelines (useful tips on the presentation and submission of a thesis) http://www.umanitoba.ca/faculties/graduate_studies/current/thesis/thes is.shtml

3 PRE-MASTER'S PROGRAM Students with a 4-year undergraduate degree normally apply directly for M.Sc. study. Students entering graduate study with a 3-year general, B.A., or B.Sc. are admitted to a qualifying program of study termed "pre-master s Study". The pre-master's program is assigned by the Head of the Zoology Department. It is designed to bring the standing of the student approximately to the level of that of Honours or Major Zoology graduates and to provide any necessary prerequisites for ancillary subjects. To be eligible for admission into a pre-master's program the applicant must possess a bachelor's degree and must have attained a minimum composite Grade Point Average (GPA) of 3.0 in the last 60 credit hours of upper level university courses. Pre-Master's applications are considered by the Zoology Committee on Graduate Students. The evaluation criteria used include the grade point average, letters of reference and any other supporting documents supplied by the student. Successful completion of the pre-master's program does not guarantee admission to the Master's program in the Zoology Department. 3

4 ZOOLOGY MSc. AND Ph.D. PROGRAMS, GENERAL Since each graduate student makes demands on space, facilities, finances and time on the part of the advisor (supervisor), an application for entrance can only be considered if the potential advisor is in a position to accommodate the student. Applications frequently exceed vacancies, in which case the academically superior students are chosen. Academic superiority is judged on the basis of grade point average, letters of reference, publications and other supporting documents supplied by the student, while previous research experience may also be taken into account. Non-Canadian students whose native language is not English must submit evidence of proficiency in the English language (e.g. TOEFL) when making application for admission. Information on the application procedure is obtainable from the Zoology Graduate Secretary. Application Deadlines If acceptance into the M.Sc. or Ph.D. is approved by the Head of the Zoology Department and the Dean of Graduate Studies, a letter of acceptance is sent to the student by the Faculty of Graduate Studies. Applications must be received in the Department of Zoology by the following dates. Session Start date Canadian/US International Students Students Regular September June 1 March 1 Winter January October 1 July 1 Spring May February 1 November 1 Summer July April 1 January 1 An applications fee must accompany the application: ALL APPLICATIONS ARE $50.00 (Canadian Funds). 4

5 M.Sc. PROGRAM Minimum Entrance Requirements Graduates of 4-year (Honours or Major) programs at the University of Manitoba, or equivalent programs at other recognized colleges or universities, are eligible for admission to a course of study leading to the Master's degree. A minimum composite grade point average (GPA) of 3.0 during the last 60 credit hours of upper level university courses is required. Students who have completed the University of Manitoba pre-master's program with a composite GPA of 3.0 are also eligible for admission. Pre-Master's programs that have been taken at other universities will also be considered. Decisions on M.Sc. applications are made by the Head, Department of Zoology, on the recommendation of the Zoology Committee on Graduate Students. Minimum Course Requirements A minimum of 12 credit hours must be taken. Six or more of these credit hours must be taken in the Major Subject (Zoology) at the graduate (700) level. Three or more of these credit hours must be taken in ancillary subjects at the 700, 600, 500, 400, or 300-level, or from Zoology 400-level courses. Individual courses within a program of study may be taken elsewhere for credit at this University. In such cases, the student should have the prospective course approved by the Zoology Department before taking the course. Student's Advisor Each M.Sc. student registered in the Zoology Department must have an advisor who is a member of the Department of Zoology and Faculty of Graduate Studies and who is approved by the Department Head. The advisor will advise the student on a program of study, research, and thesis preparation. The student's advisor also acts as a channel of communication to the student's Advisory Committee, the Zoology Department, and the Faculty of Graduate Studies. M.Sc. Advisory Committee The Head, Department of Zoology, in consultation with the advisor, is responsible for the establishment of an Advisory Committee for each M.Sc. student within the first six months of the student's M.Sc. program. The Advisory Committee must consist of a minimum of three members, and will include the student's advisor and at least one other member of the Department of Zoology who is a member of the Faculty of Graduate Studies. At least one voting tenured or tenure track academic staff member from the Department of Zoology must be included. The student's advisor will chair the committee. It will be the duty of this committee to provide advice on the student's work until graduation. 5

6 Annual Progress Report The committee should meet periodically (at least once a year or more frequently at the request of the advisor or the student in consultation with the Head) with the student to review the student's progress and prepare a progress report. This report must be submitted to the Zoology Committee on Graduate Students on the Annual Progress Report Form and be forwarded to the Faculty of Graduate Studies by June 15 of each year. In the event of an advisor leaving or being away from the campus for an extended period (longer than one year), the Head, Department of Zoology, will appoint another Zoology Department staff member, normally a member of the Advisory Committee, as the acting advisor. Before the advisor leaves the Committee must meet with the student to discuss and outline the research program during the advisor's absence. The advisor must file a memo with the Head outlining the specific responsibilities of the acting advisor during the advisor's absence. Should a thesis be completed during this absence, wherever practical, the student should submit the preliminary drafts to the advisor for review. The revised thesis and the advisor's comments are then submitted to the acting advisor and the Advisory Committee. Thesis Proposal Each student is required to develop a thesis proposal in his or her chosen field of study. Normally, the thesis proposal is developed under the mentorship of the advisor. The advisor and advisory committee must formally approve the thesis proposal within the first year in the program. Research involving animal subjects requires ethical approval of the Animal Care Committee prior to initiation of research. Thesis In general, the M.Sc. thesis should show that the student has mastery of the field and is fully conversant with the relevant literature. The thesis must be written according to a style acknowledged by a particular field of study and recommended by the Zoology Department, be lucid and well-written, and be reasonably free from typographical and other errors. The format of the thesis will be agreed upon by the student and the Advisory Committee. No set format is required by the Zoology Department because zoological thesis topics may vary so greatly in scope and approach. Theses of both 'classical' type and 'manuscript' type are acceptable. However, in the latter instance, a simple compilation of a set of published or submitted papers is unacceptable. The "manuscript" type thesis must provide a cohesive and integrated presentation of the research done. The chapters must all conform to a common format. The content of individual chapters may constitute material intended for use or already used in a published paper. Where the research was part of a collaborative effort the thesis should primarily contain only the material contributed by the student. The "manuscript" format thesis must have a common title, abstract, general introduction, summary, and bibliography. As in the 'classical 6

7 thesis' format, the student must demonstrate that he or she is conversant with relevant literature. This literature must appear within the body of the thesis or in the appendix. A complete final draft of the thesis, revised in accordance with the comments of the student's advisor, will be circulated for comment to members of the Advisory Committee. Thesis drafts will not be held longer than three weeks. Examining Committee Composition At least one month prior to the anticipated date of examination the student's advisor will recommend a suggested Thesis Examining Committee to the Graduate Studies Office on the "Thesis Title and Examiners" form. In most instances the Advisory Committee serves as the Examining Committee. This Committee must consist of a minimum of three persons, one of whom must be from outside the Zoology Department. At least one voting tenured or tenure track academic staff member from the Department of Zoology must be included. These examiners must be members of the Faculty of Graduate Studies. Where it is difficult to find an outside examiner, the Zoology Department Head may apply to the Dean of Graduate Studies for special consideration and the Dean will decide each case on its own merit. It will be the duty of the examiners to examine and report on the student's thesis. In certain instances, the advisor may wish to recommend an external examiner (someone from outside The University of Manitoba). Prior to recommendation to the Faculty via the Thesis Title and Examiners form, an informal inquiry as to the external examiner's willingness to serve should be made by the student's advisor. The Head, Department of Zoology will appoint a member of the Faculty, Department of Zoology, to be the non-voting Chair of the Examining Committee. The Head of the Zoology Department will arrange for the distribution of the thesis to the thesis examiners, notifying the Graduate Studies Office whenever a student's thesis is distributed for examination. Normally, the examining process should be completed within one month after distribution of the thesis. Thesis Oral Examination All M.Sc. students in Zoology must also pass an oral examination on the subject of the thesis and matters relating thereto. Attendance at the oral examination is open to all members of the University community. Students have the right to an examination of the thesis if they believe it is ready for examination. Format of M.Sc. Examination The Chair will introduce the student, describe the examination procedure and ask the student to present an outline of the research project and results. The time limit on the student's presentation is twenty minutes. 7

8 Following the presentation, the Chair will request questions from each member of the Committee. Each member will be limited to ten minutes for this part of the examination, starting with the non-zoology member of the Committee. Following the first round of questions by the Committee each examiner will be given an opportunity to ask subsidiary questions which have arisen as a result of the first round of questions. After questioning by the Examining Committee the Chair shall invite questions from other members of the University community present. At the conclusion of the examination, the Chair shall ask all but the Examining Committee to withdraw. Before making their decision, the examiners of a thesis may require a student to make any revisions they see fit, and the advisor shall see that all such revisions are completed before the report is submitted. The judgement of the examiners on the work of the thesis shall be reported to the Faculty of Graduate Studies in the qualitative terms Approved or Not approved. Such verdicts must be unanimous, and each examiner must indicate by signature, concurrence in the verdict. (If the examiners are unable to reach a unanimous decision, this fact must be reported to the Faculty of Graduate Studies in the form of signed majority and minority statements). 8

9 Ph.D. PROGRAM Admission Admission is normally from the Master's degree. In the case of an exceptionally qualified student, direct entry from an Honours Bachelor's level or equivalent may be recommended. Applicants for direct entry must have successfully completed an Honours research thesis or have equivalent research experience. Qualified students enroled in a Master's Program may also be recommended to transfer into a Ph.D. Program. A potential student should seek out a potential advisor in the Department of Zoology. In addition to documentation stipulated by the University of Manitoba application form, each applicant must prepare a curriculum vitae, including research experience and other supporting documents that the student wishes to have considered (e.g. publications, reports, names of additional referees, etc.). When an application complete with supporting documents has been received, the Head of the Zoology Department will appoint a Selection Committee of at least three Zoology members of the Faculty of Graduate Studies to investigate the student's qualifications and report on suitability for Ph.D. study. The Selection Committee will include the potential advisor and experts in the student's area of proposed research, as well as members representing other major areas of expertise in the Zoology Department. At least one voting tenured or tenure track academic staff member from the Department of Zoology must be included. The chair or alternate of the Zoology Committee on Graduate Students (COGS) will serve as the nonvoting chair of the Selection Committee. In reaching its decision, the Selection Committee will take into account the academic record of the student, letters of reference, publications, research experience and any further supporting documents supplied by the applicant. It will attempt to assess the student's all-round scientific ability as based on background preparation, originality, skill at research, industry and judgement. The Selection Committee will also consider the resources available to support the student and research. It is expected that all students entering the Ph.D. program in Zoology will have completed at least one undergraduate course beyond the first year level or have equivalent training in each of the sub-cellular, cellular/organ system, and whole animal/population levels of zoology. If training in any of these three general areas is deficient, the Selection Committee will normally require, as a condition of acceptance, that an appropriate undergraduate course be taken for credit in the deficient area. In the case of a student who has taken all prior degrees from the Zoology Department: The Selection Committee must meet at least once with the prospective student and ensure that the student is aware of the benefits of having an academic background extending beyond a single department or university. Students should be strongly 9

10 encouraged to obtain at least some additional academic experience elsewhere whenever possible. In the case of a student transferring from the M.Sc. to the Ph.D. program: (1) The student must submit a completed application as described above. (2) The student must write an outline of proposed research (with a minimum of direct assistance from the advisor). This outline should be more than just an abstract. It should demonstrate the student's potential to do independent research, the depth and breadth of conceptual undertaking required for Ph.D.-level research, and also demonstrate the student's understanding of the most relevant literature. This must be provided to each member of the Selection Committee (formulated as for the Ph.D. Selection Committee) at least one week prior to the Committee's meeting. (3) During the initial portion of the Selection Committee's meeting, the student must present the proposed research program (maximum of 10 minutes), and answer any questions pertaining to the application. Subsequent deliberations of the Committee would proceed in the absence of the student. (4) The Selection Committee shall review the course credits transferred and advise the student and the Advisory Committee on the total minimum required. This is normally 24 credit hours of which 18 credit hours must be at the 700-level beyond the pre-masters or Honours or Major B.Sc. (5) The M.Sc. Degree will not be awarded in the event of non-completion of the Ph.D. program. Minimum Course Requirements A minimum of 12 credit hours of coursework at the 700-level is required beyond the M.Sc. (or its equivalent). A minimum of 24 credit hours of which 18 must be at the 700-level is required beyond the Honours Bachelor's degree or equivalent when the Master's degree is not required. Upon recommendation by the Advisory Committee, the Dean of Graduate Studies may approve courses to be taken at another university for credit toward the degree. Such recommendations should be forwarded to the Faculty of Graduate Studies prior to the student's intended enrolment at the other university. Student's Advisor Every Ph.D. student must have an advisor, appointed by the Zoology Department Head, whose duty is to advise the student on a program and courses of study, research, and thesis preparation. The advisor must be a member of the Department of Zoology and Faculty of 10

11 Graduate Studies. The student's advisor also acts as a channel of communication to the student's Advisory Committee, the Zoology Department, and the Faculty of Graduate Studies. Advisory Committee The Head of the Zoology Department is responsible for the establishment of an Advisory Committee for each Ph.D. student. The Advisory Committee must consist of a minimum of three members of the Faculty of Graduate Studies, one of whom must have major affiliation with a department other than the Zoology Department. At least one voting tenured or tenure track academic staff member from the Department of Zoology must be included. It will be the duty of the Advisory Committee to approve the student's Program of Study and to exercise general supervision over the student's work until graduation. The Advisory Committee should be struck and meet with the student within the first 3 months of their program. The purpose of this initial meeting is to provide a detailed assessment of the student's background in relation to the proposed area of research, and to determine if any courses, readings, or other remedial action is required in addition to requirements set by the Selection Committee. At this time the Advisory Committee, in discussion with the student, will also determine the disciplines to be targeted in the Candidacy Examination (See Candidacy Examination). These deliberations will provide a basis for developing and submitting the student's Program of Study. Program of Study As soon as possible after a student has been accepted, the student's Program of Study, which includes information about course work to be taken, language requirement if any, the research area in which the thesis will be done and a listing of the disciplines to be targeted for the Candidacy Examination (See Candidacy Examination) should be forwarded to the Faculty of Graduate Studies. The Program of Study and any changes thereto must be approved by the student's advisor, the Advisory Committee, and the Head of the Zoology Department and forwarded to the Faculty of Graduate Studies. The approval of the student's advisor and the signature of the Head of Zoology are required for registration. A current version of the Program of Study must be maintained in the student's file within the Zoology Department. A copy must be made available on request to the student for use in preparing for the Candidacy Examination, and to each member of the Candidacy Examining Committee for their use in setting questions. Annual Progress Report The Advisory Committee shall meet at least once a year to review the student's progress and to report this progress to the Faculty of Graduate Studies (through the Head of the Zoology Department). The Committee will review the student's progress in course work and include a list of the 700 level hours completed and anticipated in the annual written progress report. This annual report must be submitted prior to the end of June. If there is evidence of unsatisfactory performance, any member of the Advisory Committee may ask for an in camera session to discuss the perceived problem. After subsequent discussion with the student, remedial action may be recommended by the Advisory Committee. If performance remains unsatisfactory, the student may be required to withdraw. 11

12 Thesis Proposal Each student is required to develop a thesis proposal in his or her chosen field of study. Normally, the thesis proposal is developed under the mentorship of the advisor. The advisor and advisory committee must formally approve the thesis proposal within the first year in the program. Research involving animal subjects requires ethical approval of the Animal Care Committee prior to initiation of research. Candidacy Examination At a time specified by the Advisory Committee, normally within the first two years after commencement of the program but in no case later than one year prior to expected graduation, the student must take a formal Candidacy Examination. The purpose of the Candidacy Examination is to evaluate the student's potential as a scientist. Evaluation will be based on the student's ability to answer questions and participate in discussions in disciplines relevant to the field of research. The Candidacy Examining Committee will be appointed by the Head and will normally consist of four members of the Zoology Department chosen to reflect the disciplines being examined. It will include the student's Advisor and will normally include at least one examiner who is not a member of the student's Advisory Committee. A non-voting Chair, appointed by the Head, will supervise all aspects of the Examination but may not ask or set any of the Examination questions. It is the responsibility of the Chair to attempt to ensure that the questions are restricted to examining the key fields underlying the candidate s research program. The candidate must provide each member of the Examining Committee with an outline of the thesis research (maximum 2 pages) to be submitted before the preliminary meeting of the Examining Committee. The Candidacy Examination will deal with material from within three disciplines of study as specified by the Advisory Committee and incorporated in the student's Program of Research. The disciplines to be examined will be any three of the following six: Cell and Developmental Biology Genetics and Molecular Biology Physiology Ecology Evolution Behaviour Each of the three members of the Examining Committee other than the Advisor will be assigned one of the three listed disciplines and it is the Advisor's responsibility to ensure that for each part of the Examination each of the three selected disciplines will be adequately covered. The Advisor is then free to ask questions that cut across disciplines and cover aspects not covered by the other examiners. The Examination will be in two parts, the first part written, the second oral. 12

13 The written portion of the exam will be of four hours duration and will consist of four written questions, one set by each member of the Examining Committee. For each of the four questions the student will answer one of two equally-weighted choices. At least four weeks prior to the date of the written Examination, each examiner will provide to the chair a set of three sample questions which will then be made available to the student. At the end of this four-week period the student will be given the actual Examination questions and will write the Examination without further benefit of books or notes. Each Examiner will read all of the answers, assign a qualitative assessment (pass/fail) of the questions, and inform the Chair of the results. Within 24 hours of the written exam the Chair must provide the candidate with copies of his/her unmarked answers to aid in oral preparation. The chair will inform all examiners of the outcome of the written portion of the Examination at least one day prior to the oral Examination. Assessment will be held in confidence until after the oral portion of the Examination. The oral portion of the Candidacy Exam will normally be held within two weeks after the written Exam. After introduction by the Chair, and a description of the procedure to be followed, each examiner will ask questions (15 minutes) pertaining to one or more of the discipline areas being examined. Follow-up questions arising out of the written Examination may also be posed in a second round of questioning. The total time for questioning will not exceed two hours. At the end of questioning, the student will be asked to leave the room. Each examiner will determine a final evaluation for the entire Examination. The outcome of the Examination may be decided by general agreement; however, any member of the Committee may ask for a written secret ballot. After in camera discussion resulting in a decision, the Advisor will inform the student of the outcome. The decision of the examiners must be unanimous. Anything less than unanimity shall be considered a failure. Report of the Candidacy Examining Committee The Dean of Graduate Studies must be informed as to whether the candidate has passed or failed the Candidacy Examination. The decision of the examiners must be unanimous. Anything less than unanimity shall be considered a failure. In the event of a failure the Chair will inform in writing both the head of Zoology and the student of the area(s) of deficiency (written, oral or both exam parts). The exam may be taken a second time and this will represent the final attempt as defined by the Faculty of Graduate Studies. The Examining Committee has discretion in determining if the student repeats the whole exam or the particular component (entire written or oral) where the major deficiency was identified. On successful completion of these examinations, the student will be considered a candidate for the Ph.D. degree. (A flow sheet detailing the above procedures is provided in Appendix I.) Departmental seminar Each student is required to present a public seminar dealing with his or her own thesis research. This will normally be given in the Zoology Department Museum during the final year 13

14 of the program. It is the responsibility of the Advisor to ensure that the seminar is scheduled for a suitable slot, allowing for approximately fifty minutes of presentation followed by questions from the audience. The student's seminar may be scheduled as part of, or in addition to, the normal Departmental Seminar series. Thesis An essential feature of the Ph.D. study is the candidate's demonstration of competence to complete a research project and present the findings. The thesis must constitute a distinct contribution to knowledge in the major field of study and the material must be of sufficient merit to be, in the judgment of the examiners, acceptable for publication. The thesis must be written according to a style acknowledged by a particular field of study and recommended by the Zoology Department, be lucid and well-written, and be reasonably free from typographical and other errors. The format of the thesis will be agreed upon by the student and the Advisory Committee. No set format is required by the Zoology Department because zoological thesis topics may vary so greatly in scope and approach. Theses of both 'classical' type and 'manuscript' type are acceptable. However in the latter instance a simple compilation of a set of published or submitted papers is unacceptable. The "manuscript" type thesis must present a cohesive and integrated presentation of the research done. The chapters must all conform to a common format. The content of individual chapters may constitute material intended for use or already used in a published paper. Where the research was part of a collaborative effort the thesis should primarily contain only the material contributed by the student. The "manuscript" format thesis must have a common title, abstract, general introduction, summary, and bibliography. As in the 'classical thesis' format, the student must demonstrate that he or she is conversant with relevant literature. This literature must appear within the body of the thesis or in the appendix. Thesis Examiners The Chair of the Advisory Committee, in consultation with the Committee, will recommend to the Head of the Zoology Department for recommendation to the Dean of Graduate Studies the names of at least four thesis examiners; these examiners will include the student's advisor, an external examiner, and two other persons, one of whom should be from a department other than Zoology. At least one voting tenured or tenure track academic staff member from the Department of Zoology must be included. All internal examiners must be members of the Faculty of Graduate Studies. 14

15 MISCELLANEOUS Zoology Committee on Graduate Students (COGS) This standing Committee oversees matters relating to graduate student affairs in Zoology. The Committee acting through either the Zoology Graduate Secretary or the Zoology Head can be consulted by staff or graduate students. Academic Performance and Reviews General regulations with regard to academic performance in the Faculty of Graduate Studies are in the General Calendar. Note that the Department of Zoology can only recommend a particular action to the Faculty of Graduate Studies with regard to student progress and/or status in the programme. In addition, the department may decide to make no recommendation, in which case the regulations of the Faculty of Graduate Studies would be automatically invoked. The following outlines the procedures for review of these departmental decisions/recommendations: 1. When a departmental decision is made with regard to a student's status and/or progress in the graduate program, the student will be informed by the Department Head of the nature of the decision and of possible consequences. 2. Within one week of receiving the decision/recommendation, the student may request a review of the decision by the Zoology Review Panel. 3. The Zoology Committee on Graduate Students will form the Zoology Review Panel (3 academic staff from Zoology, 1 adjunct professor, 1 graduate student). If a member of the Review Panel were involved in the original decision a new member would be named by the Head. 4. The Review Panel will review the case within one week of receipt of the request. 5. The Department Head will forward the departmental recommendation to the Dean of the Faculty of Graduate Studies and will also inform the appellant in writing of the disposition of the review. If necessary the Head will also inform the student of the formal procedures for appeal to the Faculty of Graduate Studies (including mention of the services available through the Student Advocate and Ombudsman). 6. The Chair of the Faculty of Graduate Studies Appeals Body will communicate decisions on appeals to the Department Head, who will ensure that the decision is complied with. Appeals Appeals against required withdrawal may be directed to the Dean of the Faculty of Graduate Studies. Student appeals with reference to Candidacy Examinations and Thesis Examination, and any other matter relating to Departmental and Faculty regulations and 15

16 procedures pertaining to the student's degree program, may be directed to the Dean of Graduate Studies if the problem cannot be resolved at the Departmental level. Laboratory Teaching Assistantships While the specific matters regulating teaching assistantships is determined by contract (CUEW) the educational value of teaching experience is recognized by the Zoology Department as an integral part of both the M.Sc. and Ph.D. program. It is recommended that each graduate student demonstrate at least one course during the program of study. Withdrawal Responsibility for the enforcement of regulations concerning minimum academic performance rests, in the first instance, with the major department. As soon as the Zoology Department becomes aware that a student has failed to achieve the required minimum (as listed above), the Zoology Department shall decide either to recommend that the student be required to withdraw or to make a remedial recommendation for continuance in the program. The student should be notified of the deficiency as well as the Departmental recommendation. Voluntary withdrawal from a program is not permitted once the grades have been declared and indicate the student has failed to achieve the required minimum - departmental recommendations will supersede student requests for voluntary withdrawal. A student who has been required to withdraw from a graduate program at The University of Manitoba may be permitted to enrol in another graduate program in the Faculty only if the application for admission is approved by the Dean of Graduate Studies. 16

17 APPENDIX I FLOW SHEET FOR PH.D. CANDIDACY EXAMINING COMMITTEE 1. The Zoology Head appoints the non-voting chair and the Examining Committee consisting of the Advisor and 3 other examiners. At least one of the examiners must not be a member of the Advisory Committee. 2. The chair convenes a preliminary meeting of the Examining Committee to organize the exam, schedule dates for written and oral exams (2 weeks apart, see below) and determine which examiner will cover each discipline. The Advisor must ensure that before the meeting the candidate provides each examiner with a thesis research outline (maximum two pages). It is the responsibility of the chair to emphasize that the purpose is to examine 3 key fields underlying the candidate s research program. 3. After the meeting, the chair informs the candidate of the discipline assigned to each examiner and suggests that the candidate meet individually with each examiner to determine the scope of the discipline to be examined and to obtain a reading list. 4. At least 4 weeks prior to the written exam each examiner provides 3 sample questions to the chair, who makes them available to the student. 5. At least 1 day before the written exam each examiner provides the chair with two equally weighted questions. Each question should be designed to be comfortably answered within 1 hour allowing the candidate ample time to consider and compose an answer. 6. The written exam comprises 4 questions to be answered in 4 hours (1/examiner). The student chooses one alternative of the two provided by each examiner. The student should answer each question in a separate exam booklet. No books or notes are allowed. The exam will be supervised by the chair but if possible other committee members should visit once or twice in case legitimate questions arise. 7. Within 24 hours the chair will provide the candidate with a copy of the unmarked answers. 8. Within 12 calendar days of the written exam each examiner makes a qualitative assessment (pass/fail) of all answers and provides a written summary of his/her conclusions to the chair. To avoid bottlenecks, the chair will circulate one photocopy of each answer to be used for qualitative assessment (original can then be annotated, if desired, by the examiner who set the question). 9. All questions will be assessed on a pass/fail basis. 10. At least 1 day prior to the date of the oral exam the chair provides copies of all the written summaries (see #8 above) to each examiner. Summaries and marked scripts are not shown to the candidate. 17

18 11. The oral exam is held within 2 weeks of the written exam (hence 12-day deadline for submitting grades in #8 above). The oral examination will not exceed 2 hours and will comprise an initial question round of 15 minutes/examiner and a second shorter round. It is the responsibility of the chair to remind the examiners that the questions examine the 3 key fields underlying the candidate s research program. 12. Evaluating the Candidacy Exam: After the oral exam, each examiner provides (in camera) a verbal evaluation of the student s performance on his/her own oral questions. Following this, each examiner will indicate whether in his/her opinion the student passed or failed the overall examination. For a pass the decision must be unanimous. 13. In the event of a failure, the Chair will inform in writing both the Head of Zoology and the student of the area(s) of deficiency (written, oral or both exam parts). The student will be reexamined by the same committee. (This will represent the second and final attempt as defined by FGS regulations). The Examining Committee has discretion in determining if the student repeats the whole exam or the particular component (entire written or entire oral) where the major deficiency was identified. 14. The chair must ensure that all examination scripts are retained in the student s file. 18

19 APPENDIX II ZOOLOGY DEPARTMENT HOUSE RULES (a) Space is limited. Students should respect the rights of others. The loud playing of radios, loud discussion and card games are not acceptable in the study areas. (b) The Department cannot provide stationery other than Departmental letterhead and envelopes. (c) The Department is willing to obtain transcripts of marks for Graduate Students in those cases where the transcripts will be used in applying for scholarships, grants, bursaries, prizes, etc. The Department will not pay for transcripts for students who wish to apply to other Universities. (d) Students must not enter the Departmental Stores. All requests for supplies must be made directly to the stores keeper, Mr. John Stoyko, or through the student's advisor. (e) The Department is not responsible for the loss or theft of personal equipment, i.e. cameras, calculators, laptop computers, etc. (f) As the entrance to most research areas is open, all students have access. Zoology students should observe security and keep doors locked. Non-Zoology students may be challenged. Museum doors should be kept locked except when in use. (g) Use of Zoology slide and overhead projectors, laptops, and data projectors for seminars or committee meetings must be arranged with Mr. John Stoyko. Should Zoology equipment be in use, it may be obtained from Communications Systems. (h) The Common Room is available to Graduate Students. It is expected that people using the Common Room will keep this room neat and tidy. The Conference Room (Z308) is for Staff only, except for use in Seminar courses and Oral Examinations. (i) A telephone for local calls is provided for general use in N315 Duff Roblin. (j) All entries into and exits from the Animal Holding Facility must be recorded in the book provided both during and after working hours. (k) No pets of any description are allowed in the Department. (l) A microcomputer facility is available for graduate students according to the facility use guidelines. Consult the chair of the Microcomputer Committee. (m)a light table is available for thesis and publication preparation in room N315. 19