PhD Student Information Manual

McMaster University

HEALTH RESEARCH METHODOLOGY GRADUATE PROGRAM

Ph.D. STUDENT GUIDE TO GRADUATE STUDIES

2007 - 2008

FACULTY OF HEALTH SCIENCES McMASTER UNIVERSITY HAMILTON, ONTARIO

SEPTEMBER 2007

INDEX

I.

Introducing the New Fields of Specialization

.....3

II.

Requirements for Ph.D. Degree Completion

.....6

III.

Answers to Frequently-Asked Questions

.....8

IV.

The Administrative Organization

.....11

V.

Supervision and Supervisory Committee

....12

V.

Graduate Courses

....15

VI.

Teaching Assistantships

....17

VIII.

Financial Support of Students

....17

IX.

Ph.D. Comprehensive Examination

....22

X.

Ph.D. Thesis Requirements and Defense

....22

XI.

Review of Academic Decisions

....25

XII.

Academic Integrity

....26

XI.

The Exit Interview

....27

XII.

Some Things You Need to Know

....28

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HEALTH RESEARCH METHODOLOGY GRADUATE PROGRAM GUIDE TO PhD GRADUATE STUDIES (2007 - 2008)

This guide outlines the policies and procedures followed by the Health Research Methodology (HRM) Graduate Program which operates within the Faculty of Health Sciences at McMaster University as a component of the Health Sciences Graduate Programs. Graduate studies in the Faculty of Health Sciences are administered by the Graduate Policy and Curriculum Committee under the auspices of the School of Graduate Studies as described in the current SCHOOL OF GRADUATE STUDIES CALENDAR. Although current practices within the HRM Graduate Program are described, this guide is not intended to provide a fully comprehensive set of binding regulations; for further information on the topics covered, the student is advised to consult the SCHOOL OF GRADUATE STUDIES CALENDAR (http://www.mcmaster.ca/graduate/calendar.html) or the friendly staff of the Office of the Associate Dean of Graduate Studies (Health Sciences) (HSC-3N10). Updates, along with, news and announcements are also posted on the HRM website - please check the website regularly for new information: http://www.fhs.mcmaster.ca/hrm. PROGRAM COORDINATOR: DR. KATHRYN BENNETT - x22914 - [email protected] CURRICULUM COORDINATOR:

KRISTINA VUKELIC - x22218 - [email protected]

??? QUESTIONS ??? Please contact the Office of the Associate Dean of Graduate Studies (Health Sciences) - HSC - 3N10 Telephone: (905) 525-9140 x 27718

ASSOCIATE DEAN OF GRADUATE STUDIES (HEALTH SCIENCES): Dr. Carl Richards - x22982 ADMINISTRATION AND FINANCIAL MATTERS (e.g. TAs): Kary McCahill-Harrison (Administrator, Graduate Studies) 22735 - [email protected] SCHOLARSHIP INFORMATION: Ilona Forgo-Smith (Administrative Assistant)

[email protected]

HEALTH RESEARCH METHODOLOGY: Ann Greene (Program Assistant) Linda Wilson (Administrative Secretary)

[email protected] [email protected]

HRM COURSE REGISTRATION: Cassandra Weimann (Administrative Secretary)

[email protected]

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I. INTRODUCING THE NEW FIELDS OF SPECIALIZATION Beginning in July of 2007, in addition to our regular offerings, the HRM program can provide students the opportunity to specialize in one of five ‘fields of specialization’. The five fields are: clinical epidemiology, biostatistics, health services research, public and population health and health technology assessment. All five fields are offered at the MSc and PhD level except for Biostatistics, which is offered at the PhD level only. The establishment of fields of specialization within the HRM program is first and foremost a student-centred initiative that emerged in part as a response to informal specialization by students. Students who opt for a field of specialization align themselves with a specific area of expertise and focus on the acquisition of corresponding core knowledge and skills. In so doing, individuals optimize the impact of HRM training on their overall professional development and graduate with formal recognition on their degree. The original HRM program, wherein students opt not to declare a field of specialization will continue to be available as “HRM Classic”. Students in HRM classic pursue a general methods degree, or explore other areas such as medical education research, health informatics or health ethics, to name but a few. How to Select a Field An overview of each of the five fields is provided below. Degree requirements for all fields are as follows: MSc (Thesis Based)

MSc (Course Based)

No. of Required Courses

5

7

Research internship

°

°

3

°

Scholarly Paper

°

Comprehensive Exam Thesis

PhD

°

°

Further information about field specific requirements can be obtained from Kristina Vukelic (HRM Program Curriculum Co-ordinator) and/or the relevant field leader. Please note that applicants interested in more than one field are advised to select HRM Classic. Clinical Epidemiology: PJ Devereaux, Field Leader The field of clinical epidemiology employs sound research principles, tempered with practicality, to find the best answers to “real world” questions about clinical practice and health care. These key questions have to do with: • how to screen for and diagnose disease and risk factors for disease; • how to prevent, treat, ameliorate, or rehabilitate health problems; • how to predict the course of disease; • how to determine the cause of health problems; • how to measure “burden of illness,” “quality of life,” and the effects of health services innovations; • how to systematically summarize evidence from research; and • how to increase the quality of health care and improve outcomes. Individuals training in the field of clinical epidemiology (who usually have a clinical background) will acquire the

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knowledge and skills required to undertake research to address these fundamental questions. Individuals training in this field receive lectures from world leading clinical epidemiologists who are conducting their research all over the world and changing the way medicine is practiced globally. This field also offers individuals supervision from the same renowned clinical epidemiologists to allow individuals the practical experience of designing, organizing, and conducting clinical research. The field of clinical epidemiology in the Health Research Methodology Program offers a unique opportunity to learn and work with the best clinical epidemiologists in the world, thus enabling graduates to make profound contributions to the practice of clinical medicine through research. Biostatistics (PhD only): Stephen Walter and Lehana Thabane, Field Co-Leaders The HRM Biostatistics PhD field targets applicants with an MSc in Mathematics and/or Statistics who wish to pursue doctoral work in Biostatistics. The field aims to provide graduates with the skills needed to conduct independent research into biostatistical topics, provide leadership as biostatistical collaborators in clinical, health systems and population health investigations and effectively teach biostatistics. Graduates will possess the following skills: • a strong foundation in biostatistical concepts/techniques and their application in study designs and data analysis; • the ability to critically appraise methodologic aspects of research proposals and manuscripts; • the ability to develop or contribute to the development of grant proposals as methodologists; • the ability to teach or communicate biostatistical concepts effectively to non-biostatisticians; and • the ability to adapt existing statistical techniques or to develop new techniques to solve problems. In addition to coursework related to research design, all students participate in a course on Biostatistical Collaboration. The aim is to develop the skills needed for successful collaborative research in the role of biostatistical consultant. These include communication of biostatistical concepts and the provision of leadership with respect to research design, analysis and reporting. Health Services Research: Marko Simunovic, Field Leader The main goals of health services research are to identify the most effective ways to organize, manage, finance, and deliver high quality clinical and health care, reduce medical errors and improve patient safety. Its research domains are individuals, families, organizations, institutions, communities, and populations. Graduates of the health services research field are expected to acquire the research design and analysis skills (both quantitative and qualitative) needed to conduct rigorous research in the following areas: • patterns of care/ process of care: identifying factors that are most likely to have an effect on patient outcome; • small area variation studies: how and why rates of health care use and events vary over well-defined geographic area; • appropriateness of care: whether medical interventions are or are not appropriate; • knowledge translation (also knowledge transfer/ exchange; quality improvement): how and why new knowledge does and does not get used; • economic analysis of health care: how health services are financed and funded, and the costs and cost effectiveness of care; • service & system organization: how care pathways are coordinated and systems structured; and • patient experience: how patients make sense of their health care experiences.

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Public and Population Health – Jan Sargeant, Field Leader Canada faces many public health challenges, including emerging and existing infectious diseases and alarming increases in many chronic diseases. Research to address the determinants of these health problems is of paramount importance to maintaining a healthy population. The field of population and public health provides students with the methodological expertise needed to conduct cutting edge research, including investigations into the biological, economic, and social factors that protect, precipitate or perpetuate disability and disease, and to improve public health. Graduates will be expected to acquire the following skills: • a strong foundation in health research methodology and biostatistics; • the ability to critically appraise and interpret evidence, formulate research questions, justify research and analysis methods, and be knowledgeable about ethical issues involved in Population and Public Health Research. • the ability to conduct research into biological, social, cultural, and environmental determinants of health; • the ability to conduct basic or applied research in public health aimed at improving the health of individuals, populations, and communities; and, • the ability to apply population and public health methodologies across a range of types of disease conditions, including infectious, non-infectious, and chronic diseases. Health Technology Assessment: Ron Goeree, Field Leader Health Technology Assessment (HTA) is defined as the evaluation of the clinical effectiveness, cost-effectiveness, and broader impact of drugs, medical technologies, and health systems, both on patient health and the health care system. HTA has gained increasing importance in health care decision making locally and around the world and over the last decade there have been a numerous important methodological advances in the techniques of HTA. As a result there is a growing gap between the need for HTA and the availability of researchers with the skills and knowledge required to conduct HTAs. The goal of the HTA field specialization is to train individuals who, upon graduation, will have acquired sufficient skills to be actively involved in independent and collaborative research in the field of HTA. Graduates will be expected to: • develop skills in advanced decision analysis; • apply research methods derived from health economics; • understand and use basic and advanced biostatistics; and • utilize health services research and health policy analysis concepts and methods. Students will be expected to collaborate with one of the many research groups conducting HTA at McMaster University.

II. REQUIREMENTS FOR Ph.D. DEGREE COMPLETION

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A candidate for the Ph.D. degree must comply with the School of Graduate Studies Regulations for the Degree Doctor of Philosophy, including completion of the equivalent of one and one-half 700-level full courses, as the minimum course requirement. Students who have not taken courses that represent an introduction to health research methods (e.g. HRM 730* or HRM 751* [or their equivalents]) and basic biostatistics (e.g. HRM 701* or HRM 702* [or their equivalents]) and theory and practice of measurement (eg. HRM 727* [or its equivalent]) will be required to take these courses in addition to the regular course load. The specific recommended courses would depend on the student's field of specialization, and their interest in exploring focused areas in depth. These courses could be taken from the following list: * Biostatistics * Health Economics * Health Policy * Measurement * Epidemiology * Qualitative Methods * Special Topics * Independent Study * Population Health * Program Evaluation

HRM 723* and HRM 731*, HRM 714* HRM 737* and HRM 787*, or HRM 788* and HRM 791* HRM 738* HRM 727* HRM 733* and HRM 743* HRM 745* HRM 722* HRM 705* HRM 748* CHS 762*

Other course offerings may be considered; students are encouraged to consider existing courses in the Faculties of Health Sciences, Business, Science and Social Sciences. Candidates must also: 1. Obtain a grade of at least B- in all courses. 2. Pass a Comprehensive Examination between twelve and twenty-four months following the start of doctoral studies at McMaster. The examination will test the student’s ability of acquire, evaluate critically, handle and conceptualize major issues in the discipline or sub-discipline to which their field of research belongs. They must include at least two of the aforementioned areas but these cannot be related directly to the thesis topic. 3. Complete a dissertation or thesis on an approved topic based on research carried out within the program and defend the thesis at a final oral examination. The thesis will demonstrate the student's ability to develop new methodology, or to advance one or several competing existing methodologies in a challenging new area of health care/health services research. Students may be asked to meet additional requirements of the program, including participation in special seminars or colloquia. 2. DEGREE REQUIREMENTS FOR FIELDS OF SPECIALIZATION Please see the attached degree requirement table for clarification regarding the specific courses for each field.

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3. MAXIMUM TIME ALLOWED TO COMPLETE THE DEGREE Full-time Ph.D. students who enter with a Master's degree are expected to complete their course work in the first year and the requirement for the comprehensive examination between 12 and 24 months after entry. The degree should be completed in four years. After four year's students are not eligible for scholarship funding and are permitted only two more years before the School of Graduate Studies will withdraw due to time limits. Part-time Ph.D. students who enter with a master's degree are expected to complete their course work by the end of the second year and the comprehensive requirement by 36 months after entry. The time for completion of the degree on a part-time basis is normally limited to eight years.

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III. ANSWERS TO FREQUENTLY-ASKED QUESTIONS 1. COMMUNICATIONS To facilitate communications, all HRM students are asked to provide Ann Greene (ext. 27718) in the Office of the Associate Dean of Graduate Studies (Health Sciences) in HSC 3N10 with their home and office addresses, including phone numbers, e-mail address and fax number. 2. MAIL Full-time and part-time students will receive mail in their mail box in the student room HSC 2C7. 3. ELECTRONIC MAIL E-mail is available to McMaster students free of charge through MUGSI - http://mugsi.mcmaster.ca. If you are not on e-mail now, we urge all students to gain access as quickly as possible. Program and course information, thesis defense notices, etc. are all sent electronically. This will be the main vehicle for corresponding with you. Please let Ann Greene know your e-mail address so that you can be added to the student list. If your email changes, please inform Ann Greene of your new e-mail address. 4. PARKING Applications for a parking permit on campus are available through University Parking Services located in the Clarke Centre (near the Nuclear Reactor), room 102, ext. 24232 - http://parking.mcmaster.ca. If you wish to park in the hospital, contact Standard Parking of Canada, HSC 1D1, ext. 76156. Parking is available both on campus and in the hospital on a daily basis; tickets are purchased at the kiosks. 5. STUDENT ROOM ALLOCATION HSC 2C7 is for full-time HRM students. The student room is open weekdays from 7:30 a.m. to 5:30 p.m. and available to all registered HRM students. If you have some special need to use it outside these hours, or on the weekends, please contact Patricia Wilson (905-525-9140 ext. 22690, [email protected]) in the CE&B office and she will help you with the procedure. Please note that this process can take up to 2 to 3 weeks and there is a deposit fee of $20, which will be refunded to you once the student room key is returned. 6. VISA STUDENTS New visa students who register in September must provide the School of Graduate Studies with photocopies of their Student and/or Employment Authorizations early in September. Copies should be sent to: Ms. Dina LoPresti, School of Graduate Studies, Gilmour Hall (room 212). Returning visa students who have recently renewed their visa documents must submit copies to the School of Graduate Studies in early September. Copies should be sent to: Ms. Dina LoPresti, Gilmour Hall , room 212. Student number and Program name (HRM Graduate Program) should be included on all copies. It is the responsibility of every visa student to make sure the School of Graduate Studies has a copy of his/her most recent visa documents. If these documents are not provided on time, it will be necessary to withhold student pay cheques until they are received. The International Student Services (http://oisa.mcmaster.ca) provide avenues to support the international student’s concerns and needs. The office is located in Gilmour Hall, Room 104.

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7. ONTARIO HEALTH INSURANCE Ontario Health Insurance Plan (OHIP) coverage is restricted to permanent residents who live in Ontario. Permanent residents are Canadian citizens, landed immigrants and convention refugees. Visa students are not eligible for OHIP coverage. Ontario Universities/Blue Cross have instituted a Health Insurance Plan (UHIP) which is mandatory for all visa students, unless they can provide evidence of an acceptable alternative to the Blue Cross coverage. All visa students must complete a UHIP application form and return it to the International Students’ Advisor in Gilmour Hall, room 104. Applicants for Permanent Resident Status: Students applying for permanent resident status (landing) from within Canada are NOT immediately eligible for OHIP coverage unless the Federal Government confirms to the Ontario Ministry of Health that the applicant has passed the immigration medical examination. This rule also applies to accompanying family members. 8. STUDENT PAY CHEQUES The following information has been compiled to assist you in understanding the graduate student payroll system: Where handled: All aspects of payments to graduate students (including Income Tax receipts and address changes) are handled by Dina LoPresti (x23686) and Lorna Thomas (x24258) in the School of Graduate Studies, Gilmour Hall - 212. Inquiries about payments, etc. should be directed to Ms. LoPresti, not to Financial Services. Social Insurance Number: You must provide a S.I.N. as soon as possible for payroll. Forms can be obtained from and submitted in person to, Hamilton East Satellite Office, 2255 Barton Street East, Hamilton or Hamilton Mountain Human Resource Centre of Canada, 1550 Upper James Street, Hamilton (905-572-2211). Employee Number: Your student number and your employee number are different. When asked for your employee number on documents pertaining to payments, please provide both your student and employee number. When Available: Cheques are deposited directly into your bank account on the last Thursday of each month, except in December. December pay will be deposited in the second week. The statement of earnings will be placed in your mail box at the end of each month. Calculation of Monthly Pay: For students receiving a stipend, monthly payments will normally be calculated so that you will receive approximately equal monthly cheques over the academic year (September to August) after tuition is deducted. However, given the new School of Graduate Studies payroll system this may not be possible in all cases. The first cheque each year will also show additional deductions for an administration service fee, the Graduate Students' Association fee, the Sports complex fee, the HSR bus pass, and the Student Services Fee. These deductions are made only once per year. There will also be a one-time Learning Resource fee of $10.00 for an MSc student and $20.00 for a PhD student at the time of admission for which you will be responsible for paying as it will not be deducted from your pay. VACATION PAY IS INCLUDED IN THE TEACHING ASSISTANTSHIP WAGES. (Please refer to Article 19.01 in the Collective Agreement between CUPE and McMaster University). You will not receive a lump sum payment for ‘vacation pay’ at the end of the year. 9. OTHER DEDUCTIONS: a) Tuition: If you are being paid an amount of at least $6,500 for a period which is less than 12 months, your tuition fees for the academic year, September to August, will be deducted in monthly installments during

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the period that you are being paid (i.e. if you are being paid for four months, all of your fees will be deducted during that period). b) Taxes: The University is required by law to deduct Unemployment Insurance and Canada Pension premiums on all employment income (e.g. TA payments). Federal Income Tax will be assessed on all income (including scholarships and bursaries). You may obtain a Tax Exemption Return (form TD1) from http://www.mcmaster.ca/graduate/deptforms.html if you have additional exemptions (e.g. you are supporting a spouse in Canada) which will change the rate at which you are taxed. Please return completed forms to Dina Lopresti in the School of Graduate Studies (Gilmour Hall - 212). c) Canadian Union of Public Employees Local 3906: If you are receiving a Teaching Assistantship, or a Research Assistantship in lieu of a TA, you are without exception a member of the Canadian Union of Public Employees. Union dues will be deducted in each month in which the TA wages are received. Copies of the current agreement between CUPE and McMaster University are available at the School of Graduate Studies (Gilmour Hall, room 212) or on the web at: http://www.cupe3906.org. d) Dental Plan: All full-time graduate students who are receiving a half TA will have Dental Plan premiums deducted each month for the full year (September to August). If you will not be receiving any payments from the University during the May to August term but will continue to be registered as a full-time graduate student, the premiums for that term will be deducted in April along with the April premium. Provisions for opting-out of the Dental Plan or for obtaining family coverage are covered in a separate document. Please contact the CUPE office for information. e) Bookstore Accounts: If you have an outstanding Bookstore account, you may wish to have all or part of it deducted from your monthly cheque. Or, you may wish to set up an ongoing Bookstore deduction for a fixed amount (e.g. $25 per month). You will, of course, be charged interest on the unpaid balance. Please submit your request in writing (including your student number) to Ms. Dina Lopresti, School of Graduate Studies Office, Gilmour Hall room 212. Please Note: all outstanding account balances (i.e. bookstore, library and parking fines, etc.) at the end of December, April and July will be deducted from the next month’s pay. 10. DIRECT DEPOSIT Student payroll will be made by Direct Bank Deposit. An “Application for Direct Deposit” form must be completed and a voided cheque must be attached (http://www.mcmaster.ca/graduate/deptforms.html). Please return the direct deposit application to the School of Graduate Studies (Gilmour Hall room 212). A "Statement of Earnings", showing details of your payment, will be placed in your student mailbox. 11. WHERE TO GO FOR HELP a) Your Supervisor is the first person to approach with academic or personal problems. She or he carries the overall responsibility for all aspects of your degree work. b) If your Supervisor is either unavailable or is unable to help, the Program Coordinator is the next person to approach with personal problems or for clarification of academic matters. c) If the Program Coordinator is not able to help, the Associate Dean of Graduate Studies (Health Sciences) is the final person to contact. Please arrange an appointment through Ilona Forgo-Smith in the Office of the Associate Dean of Graduate Studies (Health Sciences) HSC-3N10, ext. 22982.

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d) For in-course student matters and admissions procedures (e.g. course registration, fees, comprehensive examinations, MSc oral defences, transfer from MSc to PhD) please contact Ann Greene, HSC-3N10, ext. 27718. e) For external and internal awards, special events information, some University policies and procedures, please contact Ilona Forgo-Smith, HSC-3N10, ext. 22982. f) For financial matters (e.g. TAs, payroll), counselling, University policies and procedures, please contact Kary McCahill-Harrison, HSC-3N10, ext. 22735.

IV. THE ADMINISTRATIVE ORGANIZATION 1. THE UNIVERSITY: All matters pertaining to Graduate Studies at McMaster University, including those in the Faculty of Health Sciences, are the responsibility of the Dean of the School of Graduate Studies. The Dean of Graduate Studies may delegate certain responsibilities to the Associate Dean of Graduate Studies (Health Sciences) for the Faculty of Health Sciences. 2. THE FACULTY OF HEALTH SCIENCES The Faculty of Health Sciences has two standing committees that deal with Graduate Studies, the Graduate Admissions and Study Committee and the Graduate Policy and Curriculum Committee. Several subcommittees have been established by the Graduate Policy and Curriculum Committee to deal with specific matters and to aid the overall administration of the Program. For example the Graduate Executive Committee acts as the administrative arm of the Graduate Policy and Curriculum Committee. The membership of each committee is approved on an annual basis. 2.1

The Graduate Admissions and Study Committee: This Committee determines the admissibility to graduate studies of any applicant recommended by the Graduate Programs in the Faculty of Health Sciences. It approves each graduate student's course program; reviews annually the progress of each graduate student; determines action in instances of failure of a student in a graduate course; recommends to the Graduate Council students who receive graduate degrees; decides, subject to appeal to Graduate Council and thence to the Senate, appeals from graduate students for special consideration with respect to off-campus study, part-time study, etc. The Committee hears or, where appropriate, appoints a tribunal to hear, cases involving charges of academic dishonesty against graduate students (in accordance with the Senate Resolutions on Academic Dishonesty) and appeals of graduate students with respect to matters of academic standing involving substantive academic judgement, as described in the Student Appeal Procedures. In addition, the Committee refers any matter to the Graduate Policy and Curriculum Committee before taking action, if either the Dean of Graduate Studies or the Committee consider a matter of precedent or policy to be involved.

2.2

The Graduate Policy and Curriculum Committee: This Committee deals with matters of curriculum and policy affecting graduate work in the Faculty of Health Sciences and reports thereof to the Faculty Council and to Graduate Council. Its duties include evaluation of new programs, evaluation of graduate courses, and an assessment of the suitability of faculty for participation in graduate studies. The Committee is also responsible for appointing an Executive Committee and such other sub-committees as deemed appropriate for the administration of graduate studies.

2.3

The Graduate Executive Committee: The HRM Graduate Executive Committee (GEC) is a committee

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composed of HRM graduate faculty members who serve on the various HRM Program committees, plus three or four HRM student representatives from both the MSc and PhD programs and the Associate Dean of Graduate Studies (Health Sciences). The role of the GEC is to advise and make recommendations to the HRM Program Coordinator who works with the appropriate HRM program committees to develop policy changes which are then forwarded to the Graduate Policy & Curriculum Committee of the Faculty of Health Sciences. Student representatives are required to serve on the Graduate Executive Committee. If you are interested in joining, please let Kristina Vukelic know as soon as possible. If more than four apply, we will hold an election. 2.4

The Admissions Committee: The HRM PhD Admissions Committee reviews and recommends the admissibility of each candidate who applies to the Program to the Faculty Graduate Admissions and Study Committee and/or the Associate Dean of Graduate Studies (Health Sciences).

2.5

Curriculum Committee: The HRM Curriculum reviews and recommends the offering of new graduate courses as well as all changes to existing courses.

2.6

Board of Comprehensive Examinations: The comprehensive examination process as a whole is coordinated by the Board of Comprehensive Examinations.

2.7

Scholarships Selection Committee: The Health Sciences Graduate Programs Scholarship Selection Committee reviews and recommends/determines all eligible applications for external and internal awards.

V. SUPERVISION AND THE SUPERVISORY COMMITTEE Each HRM PhD student will be supervised by a Supervisor who is a member of Graduate Faculty. The Supervisor, assisted by a Supervisory Committee, will provide leadership and guidance to the student throughout the time that the student is registered in the Program. When a faculty member is newly appointed to the HRM Program and wishes to supervise a student, the Coordinator will, in consultation with the Supervisor, appoint an experienced faculty member to the Supervisory Committee. Faculty members who agree to supervise graduate students are responsible for the direct supervision of these students and are not permitted to transfer students to non-graduate faculty. Any breach of this rule will lead to the loss of the right to supervise new students. 1. FIRST MEETING AND EDUCATION PLAN: The supervisor is responsible for assembling a Supervisory Committee. The committee must meet with the student within a maximum of six months from the time that the student first registers in the Program. For the PhD student, the committee consists of the supervisor, who will chair the committee, and at least two other members of graduate faculty. Please note: the second member must be approved HRM graduate faculty and the third member must be either approved HRM graduate faculty or from another Department in which he/she is entitled to supervise graduate students. Additional committee members may be added as required. A nongraduate faculty member may be invited to join the Supervisory Committee (as an optional fourth member) at the discretion of the Associate Dean of Graduate Studies (Health Sciences). [Note: A non-graduate faculty member is one who has not been approved by the Graduate Programs to supervise a graduate student or participate in graduate education, either because a formal application has not been made by the faculty member, or because the faculty member does not conduct research, or because this person is a full-time faculty member of another University and not a member of the Faculty of Health Sciences, McMaster University.] The appointment of fourth members who are not faculty members of McMaster requires permission of the Dean of Graduate Studies. After discussing possible Supervisory Committee members, the supervisor then informs the HRM Program

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Coordinator who will consult with the Associate Dean of Graduate Studies (Health Sciences) to ensure that a Supervisory Committee has been chosen which is appropriate for the student’s proposed research. The HRM Program Coordinator will advise the supervisor if the intended committee is appropriate or inadequate as necessary. An Education Plan will be completed by the student in consultation with his/her supervisor in the first three months of the program (http://www.fhs.mcmaster.ca/grad/hrm/forms.htm). The Education Plan will name the chosen committee members, summarize the student's thesis topic, indicate field of specialization, identify the Graduate Courses (M, D or EC) to be taken by the student, and provide the date of the first supervisory committee meeting. In the event of any change in the Education Plan, please submit the Education Plan - Addendum Form to the Associate Dean of Graduate Studies (Health Sciences) in HSC 3N10. 2. COMMITTEE MEETINGS: The HRM Graduate Program Coordinator will attend either the first or second supervisory committee meeting as a non-voting observer to acquaint herself/himself with the student and members of the committee. After the first meeting, each student is expected to meet with his/her Supervisory Committee once every six months unless the committee believes that more frequent meetings are necessary. A Supervisory Committee meeting may be particularly important if the student is having difficulties with their course work or research project. On these occasions, an extraordinary meeting can be called by either the supervisor or the student. 3. COMMITTEE REPORTS: It is the responsibility of both the supervisor and student to ensure that Supervisory Committee meetings take place and are officially recorded by completing a PhD Supervisory Committee Meeting Report form which may be downloaded at: http://www.mcmaster.ca/graduate/deptforms.html. The original report form must be completed and delivered to the Office of the Associate Dean of Graduate Studies (Health Sciences) (HSC 3N10) after each committee meeting. On the report, each committee member must indicate whether the progress made by the student respecting course work and thesis research has been ‘excellent’, ‘good’, ‘marginal’ or ‘unsatisfactory’. Students must summarize their committee report on page 3 of the PhD form and submit it for the committee meeting. PhD students must have a committee meeting at least once during the academic year or the supervisor will be penalized in the amount of $3,500 for the funding of that student or another student in a subsequent year. If an ‘unsatisfactory’ rating is given by any one member, another committee meeting must be held within three months to re-assess the student's progress; the HRM Program Coordinator may be invited to attend this meeting (as a non-voting member) at the invitation of either the student or the supervisor. If an ‘unsatisfactory’ rating is given by all committee members, the supervisor will confer with the HRM Program Coordinator to decide what further course of action to take. The Program Coordinator will then meet with the Associate Dean of Graduate Studies (Health Sciences) if necessary. Normally the student will be asked by the Associate Dean of Graduate Studies (Health Sciences) to withdraw from the program if ratings are unsatisfactory at two consecutive Supervisory Committee meetings. 4. SUPERVISOR'S ABSENCE: If the supervisor leaves the University temporarily, or is on extended research leave, or is required by the University to perform other duties which prevent effective supervision, the supervisor must make formal arrangements for an interim supervisor (usually another Supervisory Committee member) in consultation with the Program Coordinator. Written copies of this agreement will be given to the student, to Supervisory Committee members and to the Associate Dean of Graduate Studies (Health Sciences). If the supervisor leaves the University permanently, the supervisor is expected to arrange with the co-operation of the student, the HRM Program Coordinator and the Associate Dean of Graduate Studies (Health Sciences), to transfer the supervisory duties permanently to another member of graduate faculty (usually a Supervisory Committee member).

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In the event of pending retirement, the supervisor will nominate to the Associate Dean of Graduate Studies (Health Sciences) a graduate faculty member who is willing to accept formal responsibility for the supervision of the student. However, Emeritus Faculty may continue de facto supervision of their existing students. In special cases, for example that of early retirees, emeritus faculty may be permitted to accept new students or transfer their MSc students to the PhD stream, but only after approval by the Associate Dean of Graduate Studies (Health Sciences), the Dean of the Faculty and the Dean of Graduate Studies of an “Application for PostRetirement Supervision of a Graduate Student” http://www.mcmaster.ca/graduate/deptforms.html. 5. STUDENT GRIEVANCE: Generally, if a graduate student is having a disagreement with another person(s) to the extent that present or intended studies/research are upset or interrupted, the student should seek advice from the thesis supervisor. If the conflict directly involves the supervisor, the student should then consult either another member of the Supervisory Committee or the HRM Program Coordinator. In cases where disharmony exists between student and supervisor, an extraordinary meeting of the Supervisory Committee may be called by either the supervisor or student. The HRM Program Coordinator may wish to initiate and attend the meeting on these occasions. If no satisfaction is gained by this approach, the HRM Program Coordinator and supervisor may request an interview with the Associate Dean of Graduate Studies (Health Sciences) who will recommend an appropriate course of action. 6. CHANGE OF SUPERVISOR: It is possible for a student to change his/her supervisor or the membership of her/his Supervisory Committee before the filing of the education plan although this is not the norm. Changes to either supervisor or the Supervisory Committee after the filing of the education plan are only possible if the match between the student and the supervisor is not compatible and all reasonable attempts by the Supervisory Committee and the HRM Program Coordinator to repair the incompatibility have failed. A request in writing to change the supervisor may be made by the supervisor or the student to the HRM Program Coordinator and to the Associate Dean of Graduate Studies (Health Sciences). If a student feels that she/he is receiving unsatisfactory supervision, she/he should consult the HRM Graduate Program Coordinator or the Associate Dean of Graduate Studies (Health Sciences) who will prescribe an appropriate course of action. 7. WITHDRAWAL FROM THE PROGRAM: A student wishing to withdraw for personal reasons is expected to write a letter to the supervisor, the HRM Program Coordinator and to the Associate Dean of Graduate Studies (Health Sciences) detailing the reasons for withdrawal. A “Request for Change in a Graduate Student’s Status” form must be completed and is available at: http://www.mcmaster.ca/graduate/deptforms.html.

VI. GRADUATE COURSES The courses you take should be planned with the help of your supervisor (and your supervisory committee, when formed). Students are required to complete the equivalent of one and one-half 700-level full courses, as the minimum course requirements. The specific recommended courses would depend on the student’s field of specialization, and their interest in exploring focused areas in depth. Please see the requirements for PhD degree completion on page 6 and the PhD curriculum requirements on page 7.

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SGS 101 - ACADEMIC RESEARCH INTEGRITY AND ETHICS - is a required course for all graduate students. All graduate students including part-time students, must complete SGS #101. A graduate student

may not obtain a graduate degree at McMaster without having passed this course. 1. COURSE REGISTRATION: Students must access the Student On-Line Academic Registration (SOLAR) system to register for courses and add or drop courses (http://www.mcmaster.ca/graduate/solarinfo.htm). If students have completed all of their course requirements they must still access SOLAR to register and select RESEARCH, PROJECT or THESIS to indicate where they are in their program. Students who have completed ALL of their course work for their current degree must fill out a form entitled “Completion of Course Requirements” which is available on the School of Graduate Studies web site at http://www.mcmaster.ca/graduate/deptforms.html. 2. COURSE CATEGORIES On the student’s annual registration, courses will be identified as being in one of the five categories: M (Count towards the Master’s degree requirements) This category identifies the courses that are to count towards the Master’s degree requirements (including any additional graduate requirements or undergraduate courses specified by the supervisory committee or Associate Dean of Graduate Studies (Health Sciences). The passing grades for an M course are A+, A, A-, B+, B, and B-. D (Count towards the Doctoral degree requirements) This category identifies the courses that are to count towards the Doctoral degree requirements (including any additional graduate requirements or undergraduate courses specified by the supervisory committee or Associate Dean of Graduate Studies (Health Sciences). The passing grades for a D course are A+, A, A-, B+, B, and B-. EC (Extra Course) This category identifies courses that the student is taking with the approval of the supervisor but that are not necessary to the student’s current degree program. If a failing grade (i.e. less than B- in a graduate course or less than D- in an undergraduate course) is received in a course taken as Extra, the courses (and grade) will not appear on the student’s transcript unless because of academic dishonesty. Courses designated as EC may subsequently be counted towards graduate degree requirements and the course designation changed to M or D, if approved by the Faculty Admissions and Study Committee. Courses that are required by the supervisory committee or the Associate Dean of Graduate Studies (Health Sciences) as additional requirements in excess of the stated minimum for the program must be designated as M or D on the registration. DIP (Diploma Course) This category identifies courses that are to count towards the requirements for a diploma. The passing grades for a DIP course are A+, A, A-, B+, B, and B-. CER (Certificate Course) This category identifies courses that the student is taking as individual courses not counting towards the requirements for a diploma. The passing grades for a CER course are A+, A, A-, B+, B, and B-.

3. COURSE GRADING

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Grades in HRM graduate courses are reported as letter grades as listed below: A+ = 90 - 100% A = 85 - 89% A= 80 - 84% B+ = 77 - 79% B = 73 - 76% B= 70 - 72% F = 0 4. COURSE FAILURE: A student who fails to obtain at least a B- grade in a Graduate Course (M or D) is normally asked to withdraw from the Graduate Program. In some cases, the student's Supervisory Committee may advise the Associate Dean of Graduate Studies (Health Sciences) that, because of certain circumstances, the student should: a) take an alternative course, or b) repeat the course. Such a recommendation should be made in writing by the Supervisor and Program Coordinator to the Associate Dean of Graduate Studies (Health Sciences) within one month of the student's grade being announced, outlining the possible reasons for the failure. The Associate Dean of Graduate Studies (Health Sciences) will consider this request and recommend a course of action for consideration by the Faculty’s Graduate Admissions and Study Committee. 5. ILLNESS OR UNAVOIDABLE ABSENCE DURING COURSE-WORK: If a student is ill or legitimately absent (e.g. for personal or family reasons) prior to an examination or course deadline, please contact the Course Coordinator as early as possible, so that arrangements can be made for an extension or deferral.

6. COURSE ASSESSMENT BY THE STUDENT: Students enrolled in any graduate course are asked to assess their courses (e.g. relevance and quality of content, quality of instruction, work-load, etc.). The Course Coordinator will provide each student with a COURSE EVALUATION FORM which should be completed by the student and handed in to the HRM Program Office. The student may remain anonymous on the assessment form if he/she wishes; the HRM Program Coordinator, the course coordinator, the HRM Curriculum Committee and the Associate Dean of Graduate Studies (Health Sciences) are interested in the information provided by the student. We wish to monitor the program and make improvements where needed before the course is given again. 7. ORIENTATION SESSIONS (SEPTEMBER): At the start of the academic year, a sequence of orientation sessions are provided for ALL new graduate students. These sessions include: *WHMIS; *Fire Safety; Health Sciences Library Tour; Introduction to Literature Searching (CD-ROM, Medline). These sessions are held during a three-day period in early September. It is mandatory that all the new students entering the HRM Program attend the sessions marked with an asterisk. All returning students must attend annual update sessions for WHMIS.

VII. TEACHING ASSISTANTSHIPS 1. TA ALLOCATIONS:

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The number of students presently registered in the Health Sciences Graduate Programs far exceeds the number of TA placements allocated by the Dean of the Faculty. For this reason, only half-TAs (equivalent to 130 hours of teaching) are usually awarded to new students. This is, however, not guaranteed in every case since appropriate teaching placements must first be identified. In accordance with the regulations drawn up between the University and CUPE, PhD students may be allowed a TA position for a maximum of four or five years in some cases. Further details of these regulations and student employment benefits can be found in the CUPE Handbook. Fourth-year PhD students may be offered a #thesis fellowship' if they decide to relinquish their TA position. 2. TA DUTIES: TA positions within the various undergraduate programs are assigned according to the academic records of the student by the Course Instructors (employment supervisor) and the Administrator, Graduate Studies. Students who do not have a satisfactory command of spoken and written English will not be offered a TA until these disadvantages have been rectified. Specific TA duties for a particular undergraduate course will be assigned by the faculty member responsible for that course.

VIII. FINANCIAL SUPPORT OF STUDENTS 1. EMPLOYMENT REGULATIONS Section 2.4 of the School of Graduate Studies Calendar states the University’s regulations with respect to fulland part-time graduate student status. The University has adopted the Ontario Council on Graduate Studies’ definition regarding the number of hours a full-time student can accept paid employment. 2.4.2 Provincial Definitions of Full- and Part-time Status Under the regulations of the Government of Ontario, a full-time graduate student must: a) b) c) d)

be pursuing his or her studies as a full-time occupation; identify himself or herself as a full-time graduate student; be designated by the university as a full-time graduate student; be geographically available and visit the campus regularly. Without forfeiting full-time status, a graduate student, while still under supervision, may be absent from the university (e.g. visiting libraries, doing field work, attending a graduate course at another institution, etc.) provided that, if any such period of absence exceeds four weeks in any one term, written evidence shall be available in the Graduate Studies Office to the effect that the absence has the approval of the Chairman (sic) of the Department and the Dean of Graduate Studies; e) be considered to be a full-time graduate student by his/her supervisor or equivalent (designated by the university). In addition to these government regulations, it is the position of the Ontario Council on Graduate Studies, which appraises all of our graduate programs, that it supports “a ten-hour limit on university-related employment and encourage[s] full-time students to limit time spent on employment inside or outside the university.” 2.4.3. McMaster University’s Regulations for Full- and Part-time Status In accordance with the above provincial regulations, McMaster requires students to register annually, and to

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confirm their status as a full-time graduate student. Only full-time graduate students are eligible for scholarship support. In accordance with OCGS’s position, full-time graduate students are encouraged to limit time spent on employment and may not be employed more than 10 hours/week (on average in a term) for work that is paid through McMaster University. Exceptions to this rule are possible with the approval of the School of Graduate Studies. A student seeking an exception must provide a study plan that has been approved by the departmental graduate studies committee or its equivalent. Ph.D. students who seek an exemption from the rule must arrange for a supervisory committee meeting, with a report of that meeting submitted to the Graduate School, every four months during the time they are employed beyond ten hours per week. All active graduate students other than full-time graduate students as defined above are part-time graduate students. 2.4.4 Employment Regulations In the McMaster context, there are three terms in the School of Graduate Studies for purposes of interpreting the rule in section 2.4.2 limiting employment with the University to ten hours per week on average: Fall (September through December); Winter (January through April); and Summer (May through August). These are deemed to have 17, 17, and 18 weeks respectively. The ten-hour limit includes work as a Teaching Assistant at McMaster. If the student is to be employed at the University other than as a TA or invigilator, the School of Graduate Studies should be informed in writing of the nature of the employment, and the approval of the supervisor and the chair of the department is required. The approval of the School of Graduate Studies is required if the student is to be hired for University teaching. The employment information provided at the time of admission will also be used to determine each student’s eligibility for scholarships, other internal or external awards, and teaching assistantships (TA). Each student who is not working full-time, but who is employed on a part-time basis (10 - 15 hours per week) may be considered for financial support depending on the number of hours worked. For this reason, it is important to inform the Office of the Associate Dean of Graduate Studies (Health Sciences) when the hours of paid employment change. 2. TEACHING ASSISTANTSHIPS: Each year, the Faculty of Health Sciences Graduate Programs receive an allocation of Teaching Assistantships (TAs) from the Dean of the Faculty. The number of TAs available usually falls short of demand. Thus, at present, the Program normally offers half-TAs (equivalent to 130 hours of teaching) to full-time thesis- and course-based students who are not employed on a full-time basis. PhD students can receive up to five years of TA support. TA awards and conditions of employment are regulated by the School of Graduate Studies and CUPE, Local 3906. Major scholarship awards may have their own demands or limitations on hours worked or on total remuneration. Certain professionals or mature students registered in the HRM Program may be permitted to work in a professional capacity rather than accept a TA, subject to the approval of the Associate Dean of Graduate Studies (Health Sciences), the HRM Program Coordinator, and the student's supervisor. 3. EXTERNAL AND INTERNAL AWARDS: All students must provide a copy of any external funding (personal awards and research funding) to Kary McCahill-Harrison, Administrator, Graduate Studies, Office of the Associate Dean of Graduate Studies (Health Sciences) (HSC-3N10).

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External Awards: A number of external awards are available from numerous agencies to declared full-time students (e.g. OGS, CIHR, HSFO, NSERC). Students will receive a competitions calendar (September) outlining awards for which they may apply during the current academic year. Students will also receive notification of details by e-mail outlining procedures for applying for the scholarships listed. Internal (McMaster University) Awards: Only declared full-time HRM students are eligible to apply for internal awards. These awards (OGSST, Russell, OGF) are made primarily on the basis of academic qualifications by the Scholarship Selection Committee and/or the Scholarship Committee of Graduate Council. Internal awards will be advertised by e-mail as they become available each year. Both internal and external awards may be used either to add to, or to make up, the minimum student stipend at the discretion of the student’s supervisor or the Associate Dean of Graduate Studies (Health Sciences). 4. FINANCIAL STATEMENT: During September, a letter with details of the financial support for the coming academic year is sent to each declared full-time student (with a copy to the Supervisor). The details will include any external or internal awards, TA support and any contribution from the supervisor's grant(s). Students who are employed full-time will not receive a financial statement. 5. LEAVE OF ABSENCE, MATERNITY/PARENTAL LEAVE, VACATION: (Excerpt from the School of Graduate Studies Calendar) Leaves of Absence - See section 2.4.5 of the graduate calendar Leaves of absence are normally granted on a term-by-term basis and, whenever possible, should commence at the beginning of a term (January 1, May 1 or September 1). During the period of a Leave the student cannot expect to be given guidance on the thesis or be entitled to use the University’s facilities. During a Leave of Absence no tuition will be charged (students are still required to pay the incidental fees), nor will the students be eligible for any scholarship support. The length of time for completing the degree and for eligibility for scholarship support will be extended by the duration of the Leave on the resumption of studies. A student should resume studies at the beginning of a term. Leaves of Absence affecting Teaching Assistantship duties are covered by the Collective Agreement with Local 3906 (Unit 1) of the Canadian Union of Public employees. Students should be aware that in the event of Leaves of Absence continuation of the same research project and/or supervisor cannot be guaranteed. Reasons for Leaves of Absence A Leave of Absence for up to one year is permitted for reasons of illness or for reasons related to family responsibilities such as pregnancy and child rearing. http://www.mcmaster.ca/graduate/pregnant.pdf for Maternity Leaves and http://www.mcmaster.ca/graduate/petition.pdf for illness. Students who have successfully completed at least one full year in a graduate program may apply for a Leave of Absence for up to one year for other personal circumstances, including severe financial problems, provided that the student’s supervisor and the department support the request. http://www.mcmaster.ca/graduate/petition.pdf. A Leave of Absence to obtain relevant work experience may be granted for one term for a Master’s student and for two terms for a PhD student. No two leaves taken to obtain relevant work experience may be consecutive. http://www.mcmaster.ca/graduate/petition.pdf A Leave of Absence will not be granted to pursue another program of study.

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Note: Students who hold fellowships, scholarships or grants from NSERC, SSHRC, CIHR, or OGS should be aware that these agencies have policies governing the interruption and continuation of awards that may differ from the University’s policy on leaves of absence. Students holding such awards and who intend to keep them are responsible for ensuring that any leave of absence taken does not conflict with the granting agency’s regulations. CONTINUATION OF SCHOLARSH IP FUNDING DURING GRADUATE STUDENT PARENTAL LEAVE FROM STUDIES Intent The Policy is intended to assist parents in successfully combining their graduate studies and family responsibilities without significant financial and/or academic impact. Recognizing the role of both parents in childbirth, adoption and child rearing, the University will provide the following arrangement for parents: Eligibility and Benefits • • •

A full time graduate student in receipt of “McMaster graduate scholarship funds” will be eligible under this Policy regardless of marital status. For clarity, this Policy is equally applicable to same-sex parents. “Parent” includes a person who has a child (or children) by birth or by adoption. The School of Graduate Studies reserves the right to require confirming documentation of the birth(s) or adoption(s). For purposes of this Policy, McMaster “graduate scholarship funds” refers to the sum of departmental scholarship and research account support committed to the student at the time the leave commences and what would otherwise have been paid to the student during the period of the leave. It does not include funding from external sources.

Leave •

•

• • •

•

A full-time graduate student in receipt of “McMaster graduate scholarship funds” who has a child (or children) by birth or adoption may take a Parental Leave form studies for a maximum period of 4 consecutive months. A full-time graduate student electing not to take the maximum amount of time available for a Leave will not have the option of taking any unused leave at a later date. It is understood that when a full-time graduate student takes a Parental Leave the duration of the leave will not be counted as time towards the time limits in which the student is required to complete his or her graduate studies program or thesis, as applicable. In order that suitable arrangements can be made to provide for the absence, students are expected to provide as much notice as possible of the intention to take a Parental Leave under this Policy. A parental leave must begin no later than 52 weeks after the birth of the child or, in the case of adoption of a child, after the child first comes into the custody, care and control of the parent. In exceptional circumstances, a Parental Leave may be extended beyond the 4-month period, at the discretion of the appropriate Dean/Supervisor and the Dean of Graduate Studies. Such extension does not serve to increase or extend the period for which the financial benefit (outlined below) is available. A graduate student is normally expected to give four weeks notice of the date on which he/she intends to return to studies, should this be different from the date agreed at the time the Leave was granted.

Financial Benefit •

A full-time graduate student in receipt of “McMaster graduate scholarship funds” who has a child (or children) by birth or adoption and who takes a parental leave from studies will be entitled to continue to receive graduate scholarship funds at the normal monthly rate, to a maximum of $750 per month (for a maximum total of $3,000), provided that a “Leave of Absence Information Form” has been submitted to the School of Graduate Studies.

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• •

If one of the parents is eligible for CIHR, NSERC, SSHRC, or any other scholarship continuance at any time during the parental leave, neither parent is eligible for this benefit. When two full-time McMaster graduate students have a child (or children) together, or adopt a child (or children) together, only one of the students will be entitled to claim this financial benefit.

Combination with Other Leaves •

•

Pregnancy and/or parental leave from McMaster University employment is entirely distinct and separate from this Policy and is subject to the provisions of any applicable collective agreement, employment policy, and/or legislation. A Parental Leave under this Policy may be taken simultaneously with an employment-related parental leave or pregnancy leave from McMaster University. However, students wishing to take such leaves simultaneously should be aware that Employment Insurance (“EI”) will consider the financial benefit paid under this plan as ‘earnings’ and these ‘earnings’ are not considered as an approved Supplemental Unemployment Benefit Plan. This means that the financial benefit under this Policy will be allocated by EI to the weeks for which the payments are received and will correspondingly cause a reduction in available EI benefits for the employment-related leave during those same weeks.

For questions on the administration of this policy, contact the School of Graduate Studies.

Vacations - section 2.4.6 of the graduate calendar Full-time graduate students are expected to be on campus for all three terms of the university year, as specified in Section 1.3 of the graduate calendar. In addition to statutory holidays (see Sessional Dates) and the week long closing of the University from late December until early January, normal vacation entitlement is two weeks of vacation during the year, which may be taken only after the completion of courses and/or TA duties, and must be scheduled by mutual agreement with the research supervisor and the employment supervisor. Exception above this amount requires approval from the supervisory committee. 6. TERMINATION OF GRADUATE STUDENT STIPENDS: A Supervisor is required to give at least 2 months notice in writing before terminating the stipend of a graduate student who has exceeded the time period for which funding is normally guaranteed.

IX. Ph.D. COMPREHENSIVE EXAMINATION All PhD students are required to pass a Comprehensive Examination as part of the requirements for a doctoral degree. For complete details please refer to the “Health Research Methodology Graduate Program Comprehensive Examination Purpose And Procedure Booklet’ - May 2007 which is available from Ann Greene in the Office of the Associate Dean of Graduate Studies (Health Sciences) (HSC 3N10) and the HRM web site: http://www.fhs.mcmaster.ca/hrm. The comprehensive examination process has two educational components: a Ph.D. seminar of approximately 20 sessions, providing students with the opportunity to engage in broadly interdisciplinary learning, and an independent study, involving part time work over 10 months, to allow students to demonstrate their competence in an area of specialization. The Ph.D. seminar addresses the student’s need to demonstrate breadth of learning, and the independent study empowers the student to demonstrate their depth of specialization. Full-time students will complete both components of the exam in the second year of their Ph.D. studies. Part-time students may elect to spread the comprehensive examination process over years 2 and 3, completing the Ph.D. seminar and independent studies in alternate years, as appropriate. Failure to successfully complete the

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Comprehensive Examination within two years of commencing the Ph.D. program for full-time students or 4 years for part-time students, without approval of the delay by the HRM Board of Comprehensive Examiners, will require withdrawal from the program. X. Ph.D. THESIS REQUIREMENTS AND DEFENSE For PhD students, the thesis may either take the traditional form or alternatively, be constructed around a core of papers published or submitted for publication (sandwich thesis). For either format, the entire length of the thesis must not exceed 300 type-written, double-spaced pages on letter-sized paper, including all figures, tables, references and appendices. The student should consult the booklet "Guide For The Preparation of Theses", published by the School of Graduate Studies available at the following web site: http://www.mcmaster.ca/graduate/thesint.htm which explains the style and format preferred by the School. Theses which do not comply with the regulations will not be accepted for defense. ETHICS PROPOSAL Each student is expected to include in their graduate thesis a section (of varying length according to the research) addressing the ethical considerations associated with their project including ethical concerns about the hypothesis, question and findings, as well as the ethical issues related to the proposed methodologies. It could be assumed that any faculty member with suitable expertise to supervise a student in a given topic would also be capable of providing guidance and support regarding the ethical considerations of the methodologies and subject area selected by the student. Where the supervisor feels added support would be needed this could be provided by a suitable alternative, without needing to be part of the supervisory committee in a formal way. Please direct any questions to Dr. Lisa Schwartz, Arnold L. Johnson Chair in Health Care Ethics and Associate Professor, Department of Clinical Epidemiology and Biostatistics ([email protected]). GUIDELINES FOR PREPARATION OF SANDWICH THESES (HRM policy statement approved at GPCC) A sandwich thesis consists of material that is previously published or prepared for publication as one or more journal articles or parts of books. Only PhD students are eligible to submit sandwich theses. Process 1. All work contained in sandwich thesis papers must have been undertaken as part of the PhD research work. Work submitted for graduate courses or comprehensive exams is not eligible for inclusion in the main body of the thesis although these papers may be included as appendices if directly related to the research conducted for the thesis. 2. Permission to submit a sandwich thesis is required from the student’s supervisory committee. The School of Graduate Studies should be informed that a sandwich thesis is in preparation at the time the “Nomination of an External Examiner” form is submitted. This information is necessary for advising the potential external examiner on the nature of the thesis. Content of Thesis 1. Introductory Chapter that sets the context for the research, outlines the general theme and the overall objectives and the implications of the work. Why was this question important to answer? 2. A minimum of 3 papers each in their own chapter (in exceptional cases 2 papers might be considered). These papers can be in any of the following formats and may vary from chapter to chapter: a. a manuscript that is ready for submission for publication b. a manuscript that is written in the form of a publishable paper but is ‘expanded’ to contain more details than the submitted paper would include. This option would apply, for example, when specific details of the

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methods appear in a referenced paper. To illustrate, in a paper ready for submission for publication, the reliability and validity of a data collection tool may be described briefly along with a reference to the paper that describes its psychometric properties in detail. In the ‘expanded’ version of the paper, the reliability and validity of the instrument would be described in detail so that examiners do not need to search out a secondary reference. After the oral defense, it is expected that preparation of the paper for submission should merely involve the shortening of these ‘expanded’ sections. c. a manuscript that has been submitted for publication d. a manuscript that has been accepted for publication e. a published paper (if the paper is published, please refer to the School of Graduate Studies Guide for the Preparation of Theses for specific guidelines regarding whether to include the paper as it appears in the journal or as a printed copy of the word processing file and see the same guide for instructions for including copyright material in the thesis) If there is multiple authorship of the separate articles, there must be a preface to the thesis that documents clearly the student’s contribution to each of the papers, and the student’s contribution to the originality of the work thereby clarifying in what way this work becomes the student’s thesis. 3. Discussion Chapter that draws out the overall conclusions and implications of the research across the papers and outlines how closely they support the thesis objectives. The decision about which type(s) of paper to include in the thesis should be made in close collaboration with the thesis committee. For example, a thesis committee may insist that all papers be ‘expanded’ versions so that they can examine detailed aspects of the student’s research. One advantage of not submitting the papers for publication before the defense is that the external examiner may make valuable suggestions at the oral defense that the student may want to incorporate into the papers. If planning to prepare a sandwich thesis, please refer to the University Guidelines for specific details. PROCEDURE LEADING TO PhD DEFENSE 1. The majority of members of the Supervisory Committee must approve the thesis before the oral defense can be arranged. 2. When the final version of the thesis has been accepted by the Supervisory Committee, the student (after consultation with their supervisor) will submit their request to defend on the on-line Thesis Defence System (TDS), http://sgs admission.mcmaster.ca/ThesisDef/. The student will receive a confirmation email (to their McMaster email account) with a secure link to complete the thesis title and the estimated date to submit their thesis for examination to the School of Graduate Studies (usually four weeks from the date of the initial request to defend). Once the student has submitted this information, the supervisor will receive an email with a secure link to complete the “Nomination of an External Examiner to the Dean of Graduate Studies” electronic form. The supervisor (after consultation with the Supervisory Committee) will complete and submit this form on line for the approval of all the committee members and Program Coordinator. This must be done at least one month prior to the anticipated date of approval of the thesis for submission for defense. Potential examiners should be chosen for their expertise in the area of the student’s research and must not be recent collaborators of the supervisory committee members. From this list of recommended examiners, the School will contact an examiner and secure her/his agreement to read the thesis. The Supervisor must not contact potential examiners. 3. When the Nominations for External Examiners have been approved on-line by the supervisory committee and Coordinator, the student will receive a “Ready to Propose a Defence Date” email (with secure link) to complete the “Submission of a Doctoral Thesis for Examination and Identification of a Date for Oral Defense” form on-line. Here the student will submit the date and time of defence, which should be pre approved

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by their supervisory committee. Once submitted, the committee will receive an email that will link them to the submission form to approve the date and time of defence. In addition, each member will indicate that they have read and judged the thesis in the form in which it is to be submitted. This should occur approximately 2 months and not later than seven weeks, before the anticipated defense. The Thesis Coordinator at the School of Graduate Studies (GH-212) and the Administrative Assistant in the Office of the Associate Dean of Graduate Studies (Health Sciences) (HSC-3N10) will be informed of the student’s request to defend via email and will have access to the on-line process. The student is then required to submit three copies (printed on inexpensive paper) of the thesis to the School of Graduate Studies (GH-212). The School will assume that the Supervisory Committee members already have copies of the thesis. For more information concerning any details of thesis defense, please see the Thesis Defense Scheduling timetable http://www.mcmaster.ca/graduate/thesdef.pdf 4. The PhD Defence is organized by the Thesis Coordinator in the School of Graduate Studies (GH-212). The Examination Committee will consist of the supervisor, some or all of the other Supervisory Committee members, the external examiner (if he/she wishes to attend) and the Examination Chair plus two representatives of the faculty at large ( if the external attends, only one representative of the faculty at large). The School of Graduate Studies will send a copy of the thesis to each internal examiner and will also send one copy to one of three possible external examiners suggested by the Supervisory Committee. The latter is given one month to read the thesis. The external examiner will report back to the Dean of Graduate Studies whether or not the thesis is acceptable for Defence. If it is acceptable, the School of Graduate Studies will confirm the date and time, and will arrange the location for the examination. 5. A PhD Examination Chair, appointed by and representing the Dean of Graduate Studies, will oversee the PhD Defence; the examination Chair does not have voting privileges. The examination is open to all University faculty and students. The Examination Chair will ask all persons except the Examination Committee to leave the room in order to discuss the format of the examination and the responsibilities of the examiners. The examination will consist of an oral overview (15 - 20 minutes) of the thesis given by the student, followed by a series of questions asked by the members of the Examination Committee in turn. All examiners are expected to ask at least one relevant question. Any questions posed by an external examiner who is unable to attend the examination will be asked by either the supervisor or the Chair in proxy. At the end of the defense, the Examination Committee will consider their verdict in closed session. The Examination Chair does not normally have voting privileges. The majority rules in case of a split vote but if there is a “tie” then the Chair must vote to break the “tie”. The Chair will then call the student into the room to give the committee’s decision. When the student has completed all revisions and corrections, the final thesis (six copies printed on 20 lb. bond paper, 2 copies for the Library, 1 copy for the Health Sciences Graduate Program, 1 copy for the Supervisor, 1 copy for the student and 1 copy single-sided for microfilming) is submitted to the School of Graduate Studies (GH-212) for binding. The PhD degree will be awarded on receipt of a thesis submitted for binding according to the regulations of the School of Graduate Studies. The cost of binding is paid by the student; details of binding and payment are available from the School of Graduate Studies (GH-212) (http://www.mcmaster.ca/graduate/thesint.htm). The use of the PhD designation is official after the degree has been conferred.

XI. REVIEW OF ACADEMIC DECISIONS 1. REVIEW OF COURSE GRADES: a) a student who wishes to question a grade received in a graduate course should request, in writing, a review of the grade by the course coordinator; b) if not satisfied with this result, the student can request, in writing, a review of the grade by the Associate Dean of Graduate Studies (Health Sciences). A written decision will be sent to the student and will be final.

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c) if the student is not satisfied with this result, he/she can request a Formal Inquiry by the Dean of Graduate Studies as outlined in the Student Appeal Procedures available from University Secretariat, Gilmour Hall, Room 210; d) the final level of appeal is to the Senate Board on Student Appeals or the appropriate Faculty Committee in cases involving substantive academic judgement. 2. WITHDRAWAL ON ACADEMIC GROUNDS: a) A student who contests a demand by the School of Graduate Studies that he/she withdraw on academic grounds should request, in writing, a review of the case by the Dean of the School of Graduate Studies. This request should be made within 6 months of the academic term in which the grievance occurred. b) The case will be reviewed in accordance with the Senate Student Appeal Procedures. The document outlining these procedures is available from the Senate Office (http://www.mcmaster.ca/policy/student.htm).

XII. ACADEMIC INTEGRITY The following brief statement is excerpted in part from the McMaster University Academic Integrity Policy. For guidance on how to proceed in the case of suspected academic dishonesty, please consult the Office of Academic Integrity and the complete policy at http://www.mcmaster.ca/academicintegrity. The Associate Deans of Graduate Studies are available for confidential consultations on matters related to academic integrity. ACADEMIC WORK Academic work includes any academic paper, term test, proficiency test, essay, thesis, research report, evaluation, project, assignment or examination, whether oral, in writing, in other media or otherwise and/or registration and participation in any course, program, seminar, workshop, conference or symposium offered by the University. For graduate students, comprehensive/qualifying exams, any research work, and thesis work (a thesis proposal, or thesis draft, or draft of one or more chapters) also constitute academic work and must adhere to standards of academic integrity. ACADEMIC DISHONESTY Definition Academic dishonesty is to knowingly act or fail to act in a way that results or could result in unearned academic credit or advantage. Wherever in this policy an offence is described as depending on “knowingly”, the offence is deemed to have been committed if the person ought reasonably to have known. Students (Undergraduate and Graduate) Students are responsible for being aware of and demonstrating behaviour that is honest and ethical in their academic work. Such behaviour includes: a) following the expectation articulated by instructors for referencing sources of information and for group work; b) asking for clarification of expectations as necessary; c) identifying testing situations that may allow copying; d) preventing their work from being used by others, eg., protecting access to computer files; and

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e) adhering to the principles of academic integrity when conducting and reporting research. Students are responsible for their behaviour and may face penalties under this policy, if they commit academic dishonesty. Graduate Students Graduate students, having been deemed admissible to higher studies, are expected to be competent in the acknowledgement of other people’s work, whether that work is in print or electronic media. Graduate students are expected to understand the demands of ethical conduct of research and reporting research results. All graduate students are responsible for familiarizing themselves with the definition of research misconduct in the University’s policy, namely, “a researcher must be honest in proposing, seeking support for, conducting and reporting research; a researcher must respect the rights of others of these activities”.

The following itemizes other examples of academic dishonesty. 1. DELIBERATE CHEATING Examples include: - Use of unauthorized aids during an examination; - Alteration of an examination script after it has been returned and claiming that the altered sections were present in the original, or claiming that addition of the "marks" was incorrect; - Verbal or any other form of communication from one student to another during an examination; - Allowing another person to write an examination in your place. 2. AIDING ANOTHER STUDENT(S) TO COMMIT AN ACT OF ACADEMIC DISHONESTY Examples include: - Writing an examination or completing an assignment for another student; - Assisting or encouraging another student to cheat by making it possible for that student to see your examination script; - Discussing an examination that you have just completed with students who have yet to write the same examination. Students should be aware that by providing their laboratory data, essays or examination scripts to another student they may be helping that student commit an act of academic dishonesty. As a TA, you must be careful not to give unacceptable aid to a student(s) or to show favouritism in any assignment of marks. This too constitutes academic dishonesty.

XIII. THE EXIT INTERVIEW All students leaving the Program are requested to take a few minutes to complete a PROGRAM EXIT INTERVIEW FORM. This form must be completed at the time of submission of the PhD defense form. The contents of the Exit Interview form are confidential and will be seen only by the Associate Dean of Graduate Studies (Health Sciences). The purpose of the exit interview is: -

to find out the student's opinion of the HRM Program, particularly its strengths and weaknesses; to discover the type of employment the student will be engaged in;

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-

to obtain a forwarding address (work and home); to return locker and access cards belonging to the Program and to receive the deposit refund.

The School of Graduate Studies also requires that PhD students complete a separate anonymous PhD EXIT SURVEY which is reviewed only by the Dean of Graduate Studies.

XII. SOME THINGS YOU NEED TO KNOW (IN CASE WE FORGET TO TELL YOU) 1. How do I access the student computing lab? There is a student computer lab located on the upper level of the Health Sciences Library. You will need your student card/ID to access the lab. Hours of operation are: Monday-Thursday, 9:30am-11:00pm Friday, 9:00am-5:20pm Saturday AND Sunday, CLOSED 2. What about mail pick-up and delivery? Pick-up and delivery of mail occurs in each of the major areas of the CE&B department. Mail service is twice a day, 10:00-10:30 am and 2:30-3:00 pm. 3. How do I photocopy? In order to activate any of the photocopiers in the Health Sciences Centre, you need an I.D. number plus an account number. Please see Kathy Jones (CE&B), HSC 2C1 area, for this information. Remember that if you leave your numbers lying around on a slip of paper, they are fair game for the dishonest. You could be the recipient of a whopping bill! Photocopying is billed every two months and is payable to Kathy Jones. Copies are $0.07 each - a bargain! 4. Recycling and garbage pickup Blue recycling containers are placed at strategic locations throughout the building and offices. Please use them. Everyone is responsible for emptying their own garbage container. 5. Microwave ovens and refrigerators The Department of CE&B has a microwave and refrigerator in the 2C area. You are welcome to use them. The usual rules for good sanitation apply. Ask any secretary for help if you are unsure how to use the microwave. 6. Forms for in course graduate students are available on the HRM (http://www.fhs.mcmaster.ca/grad/hrm/forms.htm) and School of Graduate Studies (http://www.mcmaster.ca/graduate/deptforms.html) websites.

FOR ADDITIONAL INFORMATION ON MANY OF THESE MATTERS SEE THE GRADUATE CALENDAR (http://www.mcmaster.ca/graduate/calendar.html).

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