Graduate Student Guide

Information for graduate students and supplementary regulations

Approved by: Department Council
April 2005

1. Introduction

 

Graduate students in master's (thesis and non-thesis), and PhD programs frequently request information and advice on procedures and policies, both academic and non-academic, which apply to them during the course of their studies. The material to follow is intended to provide information on a large number of subject areas which affect graduate students.

The department of animal science offers programs that lead to the following degrees:

(a) MSc Course Work and Comprehensive Exam - Regulations specific to animal science are noted below (Non-Thesis MSc Program).

(b) MSc Course Work and Thesis - Regulations are noted in the current university graduate calendar.

(c) PhD - Regulations are noted in the current university graduate calendar.

2. Academic Regulations

 

Academic regulations applicable to all graduate students are contained in the university graduate calendar. This calendar contains information on such subjects as admission, course requirements, advisors, academic standing, qualifying and candidacy exams where applicable, time requirements and limits, thesis copyright, types of forms, etc.

It is recommended that students familiarize themselves each year with the information found in the graduate calendar. The attention of students is drawn in particular to a portion of the notice found on page 2 of the calendar which contains the following statements:

"It is the responsibility of all students to familiarize themselves each year with the university's academic regulations and policy in general, as well as the regulations and policies applying specifically to their programs and that are on file in department and unit administrative offices.

It is the responsibility of all students who register at the University of Manitoba to be familiar with the specific graduation requirements of the degree or diploma they are seeking. While academic advice and counseling are freely available, it is the responsibility of all students to ensure that the courses they have selected are appropriate to their program."

Students agree by the act of registration to be bound by the regulations, policies, and by-laws of the University of Manitoba that are in effect at the time of registration, including any amendments which may be enacted during the period of their registration."

2.1 Departmental Reviews of Recommendations to the Faculty of Graduate Studies

 

General regulations with regard to academic performance in the faculty of graduate studies are in the graduate calendar. Note that the department of animal science can only recommend a particular action to the faculty of graduate studies with regard to student progress and/or status in the program. 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 any departmental decisions/recommendations that are sent to the faculty of graduate studies:

(a) 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 chair of the department of animal science graduate studies committee of the nature of the decision and of the possible consequences.

(b) Within one week of receiving the decision/recommendation, the student may request a review of the decision by a department of animal science graduate studies review panel.

(c) The review panel will review the case within one week of receipt of the request.

(d) The decision of the review panel, to uphold the original recommendation or to make a new recommendation, will be forwarded to the department head of animal science.

(e) The department head will forward the departmental recommendation to thed dean of the faculty of graduate studies.

Note: The review panel will normally have the same membership as the department of animal science graduate studies committee, which is comprised of four academic staff members and in addition will include the graduate student representative on the department of animal science departmental council. If one of the academic staff members is responsible for the decision/recommendation that is being reviewed, that person will be replaced by another academic staff member for case in question.

3. Supplementary Regulations

 

The faculty of graduate studies grants authority to a department to implement certain regulations and requirements, which, upon approval by the faculty, are specifically applicable to graduate students in that department. (These regulations are on file in the faculty of graduate studies office but are not indicated in the calendar). The intent of this policy is to recognize the differences between departments. These supplementary regulations pertaining to graduate students in animal science are outlined as below.

3.1 Selection Committee

 

The following regulations pertain to students applying for entrance to either an MSc or PhD program in animal science.

When an application has been received, a selection committee of at least three persons investigates the applicant's qualifications and reports upon suitability of the applicant for graduate studies towards an MSc or PhD in animal science. In making admission decisions, the department may also consider the availability of facilities and of funds to support the potential graduate student. If acceptance is recommended by the selection committee and approved by the head of the department of animal science and the dean of graduate studies, a letter of acceptance is sent by the faculty of graduate studies.

MSc Program

 

The selection committee may recommend that a student, applying for entrance to an MSc program, complete a pre-master's program in order to correct deficiencies in the student's qualifications.

PhD Program

 

Should the selection committee, appointed and acting under the terms of reference above, be uncertain of an applicant's qualifications and ability to proceed in studies for the PhD degree, it may recommend acceptance of the applicant on the basis of the successful completion of a qualifying exam to be set and held by the advisory committee not more than three months after the student has registered for the PhD program. The student would be so informed and accept enrolment under those conditions.

3.2 Advisory Committees

 

In the department of animal science advisory committees are established for students in both MSc and PhD programs.

MSc Advisory Committee

 

The MSc advisory committee will consist of the probable members of the thesis-examining committee. According to the university calendar the thesis-examining committee "must consist of a minimum of three persons, one of whom must be from outside the major department." It is the duty of the committee to exercise general supervision over the student's work until graduation. The MSc advisory committee for each student will meet at least once a year (and possibly more often). The advisory committees for both MSc and PhD candidates must report to the faculty of graduate studies by June 15 of each year. Failure to do so will mean that the student may not re-register the following September.

PhD Advisory Committee

 

The composition of the PhD advisory committee is described in the graduate calendar.

3.3 MSc Program

 


Thesis Program

Refer to university graduate calendar.
Non-Thesis Program

In addition to the information noted in the university graduate calendar, the following regulations apply with respect to comprehensive exams.

(a) Examination Committee - The examination committee to be selected by the head of the department will consist of not less than three staff members including the student's advisor who will act as chairperson. One member will be from the student's ancillary area of study, preferably from outside of the department.

(b) Examinations The exams will be both written and oral.

(c) The Written Exam The written exams will be comprised of not less than two papers to be set and graded by academic staff from whom the student has taken course work. Each examiner will determine, with the consultation and approval of the student's advisor and the other members of the examining committee, the scope of the papers and the manner and time of their writing. The results will be reported as "satisfactory" or "not satisfactory" or "conditional;" the latter meaning that the results are probational depending on the oral exam.

(d) The Oral Exam The oral exam will be conducted by the examining committee after "satisfactory" or "conditional" results have been received from the written examinations and the student so notified. The results of the oral exam will determine the "approved" or "not approved" status of the student to be reported to the faculty of graduate studies on the form "Report on the Master's Requirement in Place of the Thesis."

(e) Notification and Time Reasonable notification will be given the student on the time, place and nature of each exam and the results of same. Normally, the written exams will require no more than 30 days for their completion.

(f) Exam Results Students receiving "conditional" results from the written exams will be considered to have met the total examination requirement if the oral exam is "approved". If the oral exam result is "not approved", the student will be required to repeat both written and oral exams. Students receiving "satisfactory" results from written exams will be required to repeat the oral exam if the result is not "approved".

(g) Rewriting It should be noted that no student may sit for comprehensive exams more than twice (faculty of graduate studies regulation).

3.4 PhD Program

 

Qualifying Exams

A student may be required to sit for the department of animal science qualifying exams for the reasons outlined above (see section under "Selection Committee"). These exams will be set by the student's advisory committee or by staff members appointed by them and shall consist of two parts:

(a) General Animal Science This exam will consist of one set of questions designed to assess the student's general knowledge of animal science. The level of competence expected in this area is essentially that which would be required of a graduate in animal science from this institution expecting to enter graduate studies.

(b) Specific Disciplines of the Major and Ancillary of the Proposed PhD Program The number of papers to be set in this part will be determined by the student's advisory committee but will not be more than three. Each paper will seek to determine the level of knowledge of the student in a particular discipline in which the selection committee feels the student's transcript did not indicate satisfactory competence.

The examination procedure will be as follows:

(a) All exams will be written.

(b) Students will not only be informed of the areas in which they will be expected to write qualifying exams on or before the time of registration but they will also be informed of the approximate date of those exams. At least one month before the exams, the exact dates, length and nature of the exams (i.e. open book, closed book, etc.) will be given to the student.

(c) Each paper will be graded by the examiners concerned. On the basis of these results, the advisory committee will decide whether the student may proceed with his/her PhD studies or be requested to withdraw.

Candidacy Exam

 

Goals of the Candidacy Exam

The PhD degree is the highest degree awarded by the University of Manitoba. This degree is granted on the basis of academic achievement, independent research and scholarship, and demonstration of proficiency in the chosen field of study. Students registered in a PhD program do not become candidates for the PhD degree until they have successfully completed a candidacy examination. The purpose of the candidacy examination is to determine whether a student is capable of meeting the expected levels of proficiency for a PhD degree. The candidacy examination is intended to assess the student's overall potential as a PhD candidate and determine whether he/she has acquired the skills expected of a person receiving the highest academic degree. The candidacy examination is not intended to be just a comprehensive examination of previous courses.

The student must demonstrate:
1) Ability in independent research and/or scholarship
2) Broad general knowledge
3) Ability to integrate knowledge and
4) Ability to communicate ideas and thoughts


The Candidacy Examination

The candidacy examination should assess the student's competence and potential as an independent scientist in the chosen field of study. Therefore, the examination should be designed to assess the student's:

1. Research potential. The student should be able to recognize the essential features of a problem and be able to provide potential solutions to the problem. In so doing, the student should provide the reasoning used to solve the problem, state the assumptions that were made in order to assess the problem. They should demonstrate the ability to think critically and to develop future research directions given a particular situation.

2. General knowledge. General knowledge of biological science and animal science is essential. Also, students should be aware of what is happening around them. They should be familiar with research being conducted by others in the department and specifically in other laboratories where work related to the student's thesis is being conducted. They should also be aware of current issues in science both locally and globally.

3. Ability to integrate knowledge and synthesize theory. Ability to take knowledge learned from a number of sources and integrate this knowledge into a problem solving situation. This demonstrates the ability to interpret and evaluate research results and to integrate knowledge.

4. Ability to communicate clearly and concisely ideas and thoughts: The student should be able to answer questions in an organized and coherent manner.

Candidacy Examining Committee

The candidacy examining committee will consist of the student's advisory committee and the department head or designate as the chairperson. The chairperson should not be a standing member of the student's advisory committee.


The role of the chairperson would be as follows:

- To serve as a facilitator in the evaluation of the student's performance. The chairperson will not be required to make his/her own evaluation but will be responsible for supervision of the examinations, compilation of the evaluation results and communication of the results to the student and the faculty of graduate studies.

- Meet with the student to discuss any problem areas reported by the committee members regarding the written examination.

- Based on comments of the committee, provide final results of the examination to the student, to the head, department of animal science and to the faculty of graduate studies.

The role of other examining committee members is as follows:

- To provide guidance to the student in preparation for the candidacy examination.

- To formulate questions that will assess the student's capabilities relative to the goals of the candidacy examination and to submit written questions to the chairperson at least two weeks in advance of the written examination.

- To evaluate the student's performance relative to the goals of the candidacy examination.

- To provide a brief written report to the chairperson within two days of the written examination. The report should contain a detailed description of any major problems in the written examination. This will allow the chairperson time to discuss the problem(s) with the student and will provide the student enough time to act upon the problem(s) in preparation for the oral examination.

Specific duties of the chairperson

- Schedule the written and oral examinations in consultation with the committee and student.

- Receive examination questions two weeks prior to the commencement of the written examination.

- Consult with committee members if submitted questions show overlap or appear to fall outside the goals of the candidacy examination.

- Administer the written examination.

- Communicate the results of the written examination to the student and discuss specific problem areas, if any.

- Communicate the result of the examination to the student within one week of completion of both parts of the examination. This should include a written assessment of his/her performance, based on the comments from the committee, regardless of whether the student passed or failed the examination.

- Communicate final results of the examination to the head, department of animal science and to the faculty of graduate studies.

The Student

The student should do the following:

- Inform the advisory committee and candidacy examining committee chairperson of his/her intent to sit for the candidacy examination a minimum of three months prior to the expected examination date and preferably no later than 18 months after the start of the program. Candidacy examinations should be held no later than 24 months after the commencement of a student's PhD program. Regulations of the faculty of graduate studies also stipulate that the student must take the examination no later than one year prior to expected graduation.

- Ask members of the examining committee for guidance in preparation for the examination.

- Prepare for the examination. Note that preparation for this examination should begin at the beginning of the PhD program and should not be considered a three-month cramming session. The process should be the gradual development of the student as a scientist which involves the increasing ability to assess and evaluate information and apply it to his/her area of research.

The Candidacy Exam

In addition to regulations (conditions) indicated in the graduate calendar with respect to candidacy exams the following procedures will apply in the department of animal science:

(a) This exam must be taken at least one year before defense of thesis. Students who have taken this exam and have delayed the completion of the thesis and expected final oral exam for more than thirty months, may be required to repeat the candidacy exam.

(b) The student's advisory committee with the addition of the head of the department, ex officio, shall constitute the official examination committee with the student's advisor as chairperson.

(c) The examination will be designed to assess the student's ability in a specific field(s) of study and background in general Animal Science. The purpose of the candidacy exam is to examine the student's academic qualifications and potential as a scientist.

(d) It will be conducted at a time mutually acceptable to the examiners and the candidate.

(e) There will be both written and oral parts to the candidacy exam. The format of both parts of that exam will be at the discretion of the examination committee, but in general follow the guidelines below.

The Written Exam - The student will sit for this examination over four consecutive working days for a maximum of four hours per day. The candidacy examining committee chairperson will schedule and supervise the written examinations after consultation with committee members and the student. The chairperson will meet with the student prior to the oral examination to discuss any major problem areas reported by examiners regarding the written examination.

The Oral Exam - The exam will normally last 1-2 hours but under no circumstances exceed 3 hours. Questions should be of a general nature. The main goal of the oral exam is to assess the general knowledge of the student, his/her oral communication skills, and ability to think through a problem quickly and answer in a coherent manner. The focus of the exam questions should be general knowledge. For example, a student may not be expected to know how to partition variances in order to determine the effect of environment on animal growth, but would be expected to know that environmental factors may influence the expression of animal growth and should be able to use this information in explaining why animals of the same genotype may perform differently dependent upon the environment to which they are exposed.

Decision of Examiners A student will proceed to the oral examination even if section(s) of the written examination are failed. Examiners will not report results of the written examination directly to the student prior to completion of the oral examination. After completion of both the written and oral examination, a pass or fail outcome will be decided by the committee. A student has a maximum of two attempts. The second attempt will occur no sooner than four months from date of notification of the decision on the first attempt. Under special circumstances, the examining committee may recommend that a failed oral examination be repeated within one month and considered part of a single attempt.

A favorable decision must be unanimous. Anything less than unanimity will be considered a failure. The chairperson should communicate the result of the examination to the student within one week of completion of both parts of the examination. This should include a written assessment of his/her performance, based on the comments from the committee, regardless of whether the student passed or failed the examination. This will make the student aware of any weaknesses. The final written assessment of the student's performance should be copied to the examination committee members, to the head, department of animal science and to the faculty of graduate studies.

Written examination papers that have been passed can be returned to the student after the oral examination. Original copies of failed papers will be kept on file in case of appeal, however, photocopies can be returned to the student.

Guidelines to Examiners Review the rationale and objectives of the candidacy exam prior to formulation of your questions. If you have questions regarding the procedure and objectives, discuss this with the person assigned to chair the candidacy exam.

Submit questions to the chairperson at least two weeks in advance of the written examinations. Be prepared to modify your questions if requested.

Formulate your questions in such a way that will allow you to evaluate the student's answer not only on the basis of a correct response but also on the basis of communication skills, overall thinking process, interpretation, integration, synthesis, etc.

A written report describing the performance of the candidate in the written exam must be provided to the chairperson within two to three days of the written exam.

Make your final assessment and evaluation according to the objectives of the candidacy exam.

Guidelines to Students Review the rationale and objectives of the candidacy exam when you begin your PhD program.

Begin preparation for the candidacy exam when you begin your PhD program. Do not count on a final cramming session to get you through.

Keep up with your reading, talk to people working around you, be aware of issues related to animal science and general agriculture, etc. (i.e. Don't stay in your own world, explore other areas and be aware.)

Take opportunities to discuss science and research with your colleagues.

Talk to your advisory committee members several times prior to your exam.

Don't be afraid to ask questions and don't be afraid to look for answers.

Demonstrate other skills besides knowledge in answering questions. Provide your reasoning, the assumptions you have made, etc. You will be evaluated on your ability for higher levels of thinking, e.g. interpretation, analysis, integration, synthesis, etc. Show your examiners that you can do this.

Sample Evaluation Questionnaire

Has the student

(a) effectively communicated the answers to the questions?

(b) shown an ability to assess and solve problems?

(c) demonstrated an ability to think critically?

(d) demonstrated a good general knowledge in areas outside the area of specialization?

(e) demonstrated specific knowledge in the area of specialization suitable to a PhD candidate in the process of completing a research project?

(f) demonstrated an ability to reason through a problem even when some of the assumptions made were incorrect?

(g) shown the ability to integrate knowledge from other areas and apply this to a particular problem?

(h) demonstrated independence of thought and ability to synthesize new ideas?

3.5 Graduate Seminar

 

All graduate students must enroll in one of the two graduate seminar courses (35.714 for MSc students and 35.739 for PhD students). Graduate seminars will be marked as "satisfactory" or "unsatisfactory". A final satisfactory mark (pass) will be required in Graduate Seminar to complete a program.

The three credits for seminar are not included as a part of the minimum number of credit hours in graduate programs in the department.

Graduate students are not required to register in graduate seminar in each year of studies,* but attendance at graduate seminar by MSc and PhD students is mandatory; failure to attend without valid reasons may result in a mark of unsatisfactory. Even though the minimum number of required seminars might already have been presented, attendance remains mandatory. Part of the training process in being able to present a seminar is attendance at the seminars, observing various methods of seminar presentation, and determining the best method of presentation, both for the person presenting the seminar, and the audience at hand.

*Students are normally advised to register for seminar at the beginning of the year that they intend to graduate. This is done so that the CO grade doesn't appear on their transcript every year prior to graduation.

4. Assistantships, Scholarships, Fellowships, etc.

 

The policy of the department of animal science is, financial resources permitting, to provide an assistantship to each full-time graduate student on a thesis-type program of study unless the student is the recipient of a scholarship or fellowship or is supported financially by other sources while enrolled in a graduate studies program. The policy on stipends is listed below.

Current scholarships and bursary awards available.

4.1 Amount of Assistantships

 

As of April 2005, the following levels are suggested for graduate student stipends:

(a) MSc stipends: $15 000 per year.

(b) PhD stipends: $17 000 per year.

Duration of Funding

 

Maximum duration of funding will be 24 months for an MSc program, 36 months for a PhD after a masters and 48 months for a PhD program following a bachelor's. Exceptions to this time limit must be requested by the student's advisor to the graduate studies committee of the department.

Students with No Financial Support

 

A student may be accepted without financial support if the student meets academic standards (i.e. grade point of 3.0 during last 60 credit hours), agrees to enter the program without support, and a faculty member is willing to supervise. Careful consideration should be given by staff and students before entering a program without financial support.

4.2 University of Manitoba Graduate Fellowships

 

A limited number of University of Manitoba graduate fellowships are awarded each year. The current University of Manitoba fellowship rates are $10 000 per year for MSc students and $16 000 per year for PhD students. A student normally requires a grade point average of at least 3.5 in order to compete. If you feel that you may qualify contact the department. The deadline for applications is February 1 of each year.

4.3 Duties and Responsibilities

 

Students Supported with Assistantships

A full-time student on an assistantship may be expected to perform duties which are not part of the student's program of study or research up to a maximum of 12 hours per week on the average. The duties which in most instances will be directed by the student's academic advisor may consist of research other than the student's own project and/or teaching duties: the latter may include marking assignments or tests, demonstrating in labs, tutoring, occasional lectures, etc. Time required to prepare material for labs or lectures will be included in the number of hours.

A student who is the recipient of a scholarship or fellowship is not normally expected to perform the duties of an assistantship unless the duties are part of a study or training program. The student is permitted to receive additional remuneration during the 12 month period from September 1 to August 31 up to the equivalent of 125 hours for services performed. In most instances the added remuneration will be paid on an hourly basis. It is recognized that in some instances the terms of the scholarship, fellowship, etc. may restrict or prohibit the earning of additional remuneration.

Part-Time Graduate Students, Students on Non-Thesis Programs, Pre-Master's Students

 

Students in these categories will not normally receive assistantships but may undertake specified duties for remuneration on an hourly basis.

5. Research Data

 

5.1 Ownership of Data

All research data collected by the student is normally owned by the university unless certain provisions of contract research take precedence. Data includes information in books, notes and stored in computer files. All original information should be left with the advisor prior to the departure of the student. Information stored under code in a computer file must also be given to the advisor as it is difficult to access this information. Custody of all original laboratory data must therefore be retained in the department. The analysis and interpretation of research data as found in a thesis is the property of the student.

When a research project is known to contain patentable items as defined in the research contract, it is the responsibility of the advisor to give written information of the restrictions on publication to the student prior to the start of the thesis research. If the student agrees to carry out the research, the following regulations will apply.

Where a patentable item is found during the course of research, the advisor and the student may make application for patent rights through the university patent committee. The dean of graduate studies will receive the approved thesis and copies of it as required by faculty regulations. On written joint request of the advisor and the student, the dean will keep the thesis and copies of it in his/her office for a period up to one year. For further information, reference should be made to the thesis copyright licence.

It is essential to carefully define the ownership of materials, patents and copyrights arising out of MSc or PhD study before the study commences. The university industry liaison officer will develop an agreement for signature, based on discussions between the advisor, the student and the employer, to define the ownership provisions before commencement of the study. Contributions to the research by all parties should be considered in the development of this agreement.

5.2 Record of Research Data

 

The location of research data collected by each leaving student will be recorded by the grad secretary on the master check out sheet (Graduate Student Entry & Exit Form).

5.3 Publication of Data

 

Students are urged to prepare their data for publication in peer reviewed journals as this not only should be of benefit to them but also the department. The advisor has the right to publish the data collected by the student, without the person's permission, if he/she has not submitted this data for publication within six months of graduation. If considerable revision of the manuscript(s) is (are) required, the advisor can opt to be either a senior or a junior author.

5.4 Authorship

 

Who should be listed as an author of a paper? It is the position of the department that no strong guidelines should be used in establishing authorship but that each author should have made a significant contribution to the paper. Also, a person should not be a co-author if they have only contributed to routine type analyses.

6. Thesis - MSc and PhD Programs

 

6.1 Thesis Guidelines

The faculty of graduate studies has summarized several aspects concerning the writing and subsequent submission of a thesis in a booklet entitled "Thesis Guidelines." This booklet is available from the office of the faculty of graduate studies, room 500, University Centre. Animal science graduate students may prepare theses in either the traditional style or in the manuscript style. A "Guide to Thesis Preparation for Animal Science Graduate Students" is available from the general office, animal science and should be consulted before beginning writing of the thesis.

6.2 Costs of Photocopying Thesis Material

 

The student pays for the copies provided to each committee member prior to the oral exam. The student pays for the two copies required by the faculty of graduate studies.

The department pays for the department copy.

The student pays for any other copies that he/she may wish to obtain.

6.3 Disposition of Copies of Thesis

 

After approval of the thesis by the thesis examining committee, and the completion of any revisions required by that committee, two copies of the thesis must be submitted to the faculty of graduate studies in unbound form enclosed in an envelope or folder. The faculty of graduate studies requires these copies of the thesis for the university library. The copies deposited with the university become university property.

In addition, the department of animal science requires that all graduate students provide a hard-bound copy of their thesis to be kept in the department. Copies of theses can be bound at the Campus Copy Centre located in Room 118, University Centre. Binding should be the standard university hard-bound format. The department pays for the department copy. (Please see the secretary in charge of graduate students for proper procedures). The student pays for any other copies that he/she may wish to be bound.

7. Non-Academic Regulations and Guidelines

 

7.1 Animal Care

Research undertaken with all species of animals in the department of animal science falls under the regulations of the Canadian Council on Animal Care and is administered by a local animal care committee (ACC) of the faculty of agricultural and food sciences. These regulations apply to farm livestock as well as the traditional laboratory animals such as rats and mice. A copy of these regulations entitled "Guide to the Care and Use of Experimental Animals, Volume I" is available at the web site www.ccac.ca. These guidelines for animal care must be followed.

Depending upon the direction of the student's research a student may be responsible for the care of experimental animals, under the guidance of the student's supervisor. The departmental representative(s) on the local animal users committee may bring notice of breaches of guidelines to both the student and the advisor of that student.

Before any experimentation with animals is undertaken in the department, a "University Animal Use Protocol" form must be filled out and approved by the chair of the protocol management and review committee. These forms are kept on file in the departmental office. Copies of a document entitled "General Guidelines and Procedures for Conducting Research Experiments in the ASRU and Animal/Poultry Units" is on file in the departmental office. Students are advised to read this document early in their program. In addition, students must read the animal care protocol relating to their research and must not deviate from this without an amendment to their protocol.

Veterinary care is available for all sick animals through Dr. Nora Lewis, 228 Animal Science Building.

7.2 Study Space

 

Each student on commencing graduate studies will be assigned a desk by the grad secretary. Associated with the desk may be a table and shelf space. In each of the main graduate student rooms will be a filing cabinet. Students are expected to maintain their desks and room in a presentable condition. Locks are provided for each of the graduate student rooms.

7.3 Keys

 

Each graduate student is provided a key to the main entrance doors of the animal science building. Keys will also be supplied to laboratories or outside buildings according to the student's needs. Keys are obtained from the department key coordinator in the general office and are to be returned at the completion of studies. A charge of $25.00 is levied for replacement of each key which is lost.

7.4 Computers

 

The departmental computers are located in rooms 145 and 235, together with some of the more frequently used programs. They are available for use by graduate students for analysis of data and word processing. Students should consult their advisor before undertaking computer use. Any malfunction of the unit should be reported immediately to Dr. Gary Crow. Students have no authority to call servicemen to make repairs. Students requiring computing or word processing needs should consult with their advisor.

Our department insists on ethical use of software and computers. Documentation outlining acceptable behaviour in this regard entitled: "A Guide to the Ethical and Legal Use of Software for Members of the University of Manitoba" is available from the general office in animal science and should be consulted.

7.5 Photocopying Equipment

 

Graduate students are permitted restricted use of the photocopier in the department. The unit is not intended for mass reprinting of articles in journals or textbooks. It can be used for material intended for distribution in classes and seminars. Students should get instruction from the secretarial staff in the use of the machine. They will also need to obtain permission for an identification number from their advisor. These identification numbers are programmed by the secretarial staff.

Duplication of theses will be permitted if students pay the costs involved as indicated earlier on the section concerning theses.

7.6 Telephone

 

The telephone (number 474-9087) located in the graduate student hallway may be used for incoming and outgoing calls. Long distance calls by students on any department phone can be made only with the authorization of the students' advisors.

Because of the heavy use of 9087, students should refrain from engaging in protracted discussions, especially during working hours.

7.7 Stationery and Supplies

 

Students are expected to provide their own supplies (stationery, pencils, etc.) for their classroom and other personal work. Transparencies will be supplied for seminars in departmental courses. Supplies for experimental studies will be provided by the secretarial staff. In general, large orders should be authorized by the advisor.

7.8 T.K. Cheung Reading Room - Room 234

 

The T.K. Cheung Reading Room is available to graduate students during the regular hours and in the evenings and on weekends. Students should be aware that the room is not a public facility. Adherence to regulations posted in the room is essential, particularly those regarding removal of reading material from the room and non-use as a lunch room.

7.9 Lockers

 

Lockers are available for storage of clothes and other material. To be assigned a locker, a student should consult the grad secretary. A limited number of combination locks are available or you may purchase your own. All locks should be removed and department-owned locks returned at the completion of a graduate program.

7.10 Mail

 

Personal mail may be sent to the department. Similarly, personal letters, if stamped, may be mailed through baskets in the general office. Postage is not affixed to official business mail.

7.11 Working Conditions

 

Laboratories

Students may be assigned bench and cupboard space in the nutrition or physiology laboratories in order to carry out analyses. They are expected to observe the regulations pertaining to the laboratory in question and will be required to attend a lab safety training session.. Such regulations contain provisions concerning:

a) neatness and tidiness
b) storage of equipment and reagents
c) proper use of equipment and analytical instruments
d) safety, e.g. corrosive liquids, inflammable liquids, radioactive substances.

Upon completion of laboratory work, all glassware that was used, and the assigned bench-space must be left in a clean condition. All frozen biological samples must be removed from freezers, or left in the responsibility of the student's advisor until a paper is published based on those samples.

Hours of Work

 

Graduate students are expected to inform their academic advisor of their whereabouts and to be available in the Animal Science Building when required. It is recognized that students may be performing duties in other areas of the campus, like the library,, or may be conducting research in barns at Glenlea or off the university campus itself. While precise regulations may not be stated as to the working hours, it is generally advisable to commence work at the same time as the support staff unless otherwise directed. Students should consult with their advisor as to working hours, evening hours, weekend duties, etc.

Holiday (Vacation) Time

 

The normal holiday entitlement is two weeks for funded students.

Association with Support Staff

 

Many graduate student projects involve the assistance of support staff, both technicians and agricultural attendants, in care of experimental animals, the preparation of diets, and the collection and analysis of data and samples, as well as secretarial staff for word processing assistance. Technical support staff are normally responsible to academic members; agricultural attendants are responsible to the farm manager. The duties to be performed by support staff in assisting graduate students are determined by the academic staff (most frequently the student's advisor), or by the farm manager. Graduate students have no authority to direct the activities of support staff: students who feel that they are encountering difficulties should discuss the matter with their advisor. Students should, of course, recognize the necessity of establishing and maintaining good relationships with support staff.

Security

 

The need to reduce the possibility of theft and vandalism should be apparent to graduate students. Locking doors after normal hours and reporting the presence of strangers is part of security.

Travel

 

The projects of many graduate students require that the student travel to the Glenlea Research Station, or other destinations in Manitoba. Whenever possible,departmental or university vehicles should be used for this purpose. Should such a vehicle not be available, a student with the permission of the student's advisor or the head of the department may use the student's own vehicle and be compensated on the basis of mileage traveled. Full or partial compensation will be negotiated at the discretion of the student's advisor or the head of the department.

Use of Facilities

 

The Animal Science Building itself and other buildings under the department's jurisdiction should not be used for repair or storage of privately owned boats, vehicles, animals, and equipment, etc.

7.12 Getting done and getting out

 

Some ideas on motivating students to finish their theses

Some students leave the department and take up employment before completing their thesis. The reason is that the students are nearly done and the opportunity of a lifetime has come along in the form of a position that just suits them. This is a big problem when the majority of the thesis is yet unwritten when the student leaves. One solution is to make the unwritten part smaller by starting the writing process early in a student's program.

This can be done by setting a schedule for writing the thesis early on in the program. This has two advantages - it gets done, and the student has time to learn how (and even to like it?!).

A suggested writing schedule for a two-year MSc student that started in September 2002 could be:

Sept 2002 - April 2003 -- Coursework, accumulation of literature, begin organization of literature.

May 2003 - August 2003 -- First and second drafts of literature review

September 2003 - December 2003 -- First draft of materials and methods

January 2004 - April 2004 -- Second draft of M&M, data analysis, first draft of results and discussion.

April 2004 - September 2004 -- Final drafts and defence.

One other suggestion for students would be to join up with other students to organize writing workshops. Students need to learn to like to write. Leaving it all as one huge job at the end ensures that students will not like it!