General Information

General Policies

  1. Responsibilities
  2. Graduate Student Evaluation Procedures
  3. Advising and Degree Requirement Time Limit
  4. Registration and Registration Status
  5. Add, Drop, Grade Change, Change to Audit
  6. Grading System
  7. Petitions and Grievances
  8. Election of Graduate Students to Committees
  9. Intellectual Property Policy

1. Responsibilities

Responsibilities of the Student
The graduate student is responsible for her/his own progress in the program, and is expected to read the Faculty of Graduate Studies (FGS), Faculty Regulations and other related publications in order to become familiar with the deadlines and regulations relative to the graduate program.

Each graduate student should maintain communication with their Supervisor and work responsibly and with integrity to perform their thesis/dissertation research. In addition, the student must ensure that her/his registration is complete, submit all appropriate forms to the Graduate Program Office for signature and pay all fees required by York University. If you have any questions, feel free to contact the Graduate Program Office (341 Bethune) for assistance.

Responsibilities of the Course Director
Course Directors shall ensure that course grades are delivered to the Graduate Program Office according to the deadlines established by the program.

Grades must be distributed in a timely manner to Supervisors for inclusion in Student Evaluation and Progress Reports prior to the Graduate Executive Committee meetings, at which time the grades are reviewed and approved.

During the first week of term, the Graduate Program Office shall inform all Course Directors in writing of the deadlines for submission of grades. If a Course Director fails to submit grades according to the deadline on two consecutive occasions, the Graduate Program Director has the authority to delist the course until such time as the cooperation of the Course Director can be obtained.

Responsibilities of Masters Practica Supervisors
Faculty Supervisors are the individuals directly responsible for the day-to-day supervision of the student's research responsibilities. The function of the Supervisor is to assist, monitor and evaluate the research and technical skills of the graduate student.

Responsibilities of the Thesis/Dissertation Supervisor
Every thesis/dissertation student enters the program under the supervision of a faculty member of the Graduate Program in Kinesiology and Health Science. Graduate education is based on the tutorial concept and therefore a smooth and harmonious interaction between the Supervisor and student is central to a productive relationship. The Supervisor directs the student in planning a program of study, selecting courses, removing deficiencies, as well as ensuring that adequate financial support will be available during the course of studies. The Supervisor guides the progress of the thesis/dissertation. In this role, the Supervisor is responsible for training the student in the techniques necessary for conducting the research, supplying laboratory and computer facilities as appropriate for the project, guiding the research by responding to student input, discussing research options, monitoring data collection to ensure that it is effective and efficient, and directing the preparation of the thesis/dissertation. The Supervisor also is responsible for evaluating the progress of the student. Please refer to "Grading System and Reporting of Grades", available on the Faculty of Graduate Studies (FGS) website.

Responsibilities of Graduate Program Director
The Graduate Program Director (GPD) functions as an administrative liaison between the Faculty of Graduate Studies (FGS), Faculty of Health (FOH) and staff, faculty and students in the Graduate Program in Kinesiology and Health Science. Thus, the GPD notifies staff, faculty and students of FGS and FOH, initiatives such as student scholarships and acts as spokesperson on behalf of the Program. In addition, the GPD coordinates the admission process, student scholarship programs and student funding decisions. At the departmental level, the GPD administers departmental policy related to Graduate Studies. The GPD will be the program’s representative on the FOH Graduate Committee standing committee.

Responsibilities of the Kinesiology and Health Science Graduate Program
It is the responsibility of the Kinesiology and Health Science Graduate Program and its committees to recommend to the Faculty of Graduate Studies which students should be accepted into the Program. It is the responsibility of the Program to ensure that the accepted student receives proper supervision and that the rules and regulations of Faculty of Graduate Studies are met. Within its financial and space limitations, the Program provides students with space and financial and technical assistance to support their education. The Program should foster a graduate education atmosphere by promoting such activities as research seminars, hosting established scholars and highlighting publications and presentations.

Responsibilities of the Faculty of Graduate Studies
The Faculty of Graduate Studies is responsible for the general administration of graduate programs from admission to convocation. It also establishes university-wide policies and regulations.

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2. Graduate Student Evaluation Procedures

A Student Evaluation and Progress Report shall be completed with the Supervisor and student at the end of each term (January, May, and September). The completed report is must be submitted to the Graduate Program Office for review by the Graduate Executive Committee.

The Graduate Executive Committee (excluding graduate student representative) shall review and approve the grades and progress reports during the preceding term. The Graduate Executive Committee is responsible for investigating the reasons for any incomplete progress reports and for suggesting remedies to prevent a reoccurrence.

Responsibility of Supervisor
It is the responsibility of each Supervisor to collate relevant information on the student in each of the following areas:

  1. Course work grades;
  2. An assessment of teaching performance, if relevant;
  3. An assessment of practicum performance, if relevant;
  4. An assessment of the student's thesis/dissertation research performance;
  5. The progress of the student. This will include student objectives for the next term, whether or not the objectives for the preceding term were met;
  6. An overall assessment of excellent/good/satisfactory/unsatisfactory, followed by a recommendation of proceed/probation/termination.

An assessment of unsatisfactory would normally result in a recommendation of probation, in which case the Supervisor will outline in writing the means to remedy the situation.

The Supervisor will discuss the collated material and recommendation with the student who will co-sign to acknowledge awareness of their status. The student may also add any comments that they deem appropriate and that they feel should be brought to the attention of the Graduate Executive Committee.

Probation Status
Students will be informed by letter from the Graduate Program Director if they are in danger of not meeting the standards of the program 'probation' status.

In the case of 'probation' status, the letter will include a list of the requirements and the dates by which these requirements must be met for the student to be removed from 'probation' status as well as the consequences of not meeting these requirements.

The Supervisor will report at the next scheduled meeting of Graduate Executive Committee whether or not the student met the conditions of probation. At this meeting, Graduate Executive Committee members will vote for one of the following options:

  1. to remove the student from probation;
  2. to place the student back on probation. This option should be employed only under unusual circumstances and in no case can a student be placed on more than two successive probationary periods;
  3. to terminate the student.

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3. Advising and Degree Requirement Time Limit

Incoming Students
If you have been newly admitted to the Fall term, you must meet with your Supervisor to discuss your program of study, prior to registering and enrolling. You and your Supervisor must complete an online Advising Form. You will have an advising block placed on your student records, which will prevent you from accessing the Registration and Enrollment Module (REM). After you have been advised by your Supervisor and submitted the Advising Form to the Graduate Program Office, your advising block will be removed so that you will be able to register and enrol for Fall and Winter courses.

Continuing Students
It is strongly recommended that continuing students review their course requirements with their Supervisor before registering and enrolling in each term. If there are any changes to the course requirements as stated on your original Advising Form, you must complete an new form with your Supervisor. Contact the Graduate Program Office for your original Advising Form.

Degree Requirements: Time Limits
All requirements for a Master's degree must be fulfilled within 6 terms (2 years) of registration as a full-time student. Master's students must also register and pay fees for each terms of registration.
The Doctor of Philosophy degree requires a minimum of two years (6 terms) of registration. The expectation is that all requirements for a PhD degree shall be fulfilled within five years (15 terms) of registration as a full-time doctoral student. Terms that students register as Leave of Absence, Maternity Leave or Parental Leave are not included in these time limits.

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4. Registration and Registration Status

Graduate students are required to maintain continuous registration. This means all students must register in each term (Summer, Fall and Winter) until they complete their degree as either a full–time or part–time student. Students who register after the deadlines posted on the Faculty of Graduate Studies website, will be charged a late fee of $200. See Important Dates listed on the Faculty of Graduate Studies website.

For steps on registering and enrolling, follow the instructions list at Faculty of Graduate Studies Registration.

NOTE: Unless a change of status has been approved by the Graduate Program Director and the Dean, Faculty of Graduate Studies, students must remain in the category of registration to which they are admitted (Subjected to faculty and program limits).

If you have any further queries, contact the Faculty of Graduate Studies, Student Affairs Office at 416 736 5521.

Continuous Registration
Once you are registered as a graduate student you must register and pay fees every term, including the summer term and the term in which you will complete all degree requirements.

Absences from Studies or from the University
(Taken from Faculty of Graduate Studies (FGS), Faculty Regulations).

The requirement of continuous registration supports students toward the timely completion of their studies. However, the university recognizes that from time to time students may need to be absent from their studies or from the university while maintaining an affiliation with York University. To take such absences, students must make a request to the Dean through their graduate program office. If the request is granted, students must ensure that they maintain continuous registration and pay the fees associated with the particular category of absence.

There are two categories of absences from the program of studies or from the university:

  1. absences that are included in the number of terms to completion; and,
  2. absences that are not included in the number of terms to completion.

For all categories of absence, students are reminded that they must be registered full-time or part-time for the last two terms of their program of studies.

Refer to the Faculty of Graduate Studies academic regulations for full regulation details.

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5. Add, Drop, Grade Change, Change to Audit

Students must notify their Supervisor of any change in their program of study. After receiving approval from your Supervisor to change your program of study, the Faculty of Graduate Studies Course Transaction Form must be completed and submitted to the Graduate Program Office for processing.

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6. Grading System

A complete description of the Faculty of Graduate Studies "Grading System and Reporting of Grades" is available in the FGS academic regulations. (See: Graduate Courses and Grading)

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7. Petitions and Grievances

Coming Soon ...

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8. Election of Graduate Students to Committees

Elections for all committee representatives take place in September at a meeting attended by all graduate students. Representatives are elected to each committee annually for a one year term.

Graduate Executive Committee
Graduate Executive Committee (GEC) members meet several times per term. GEC members discuss issues related to funding, courses, long term program planning. The also convey proposals to Graduate Council Committee for approval. One registered graduate student in Kinesiology and Health Science is elected each year to the Graduate Executive Committee. This student is a voting member and sits in on all deliberations except graduate student progress reports and evaluations.

Graduate Council Committee
Graduate Council Committee (GCC) members meet 2-3 times per year. This committee discusses current issues of importance to the graduate program. They approve new or revised course proposals, degree requirements, and graduate program policies prior to submission to the Faculty of Graduate Studies. Two graduate students are elected each year to the Graduate Council Committee. These students are voting members of Council.

Student Representative on Faculty of Graduate Studies Council
One graduate student is elected each year to the Faculty of Graduate Studies Council. This student is a voting member of the Council, which meets monthly from September to May. This Council votes on all graduate program Curricular or Regulatory policies.

Student Representatives for Graduate Student Association Council
Two graduate students are elected each year to the Graduate Student Association Council as representatives of the graduate program. GSA Council meet monthly during the fall/winter terms.

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9. Intellectual Property Policy

The Faculty of Graduate Studies recognizes the mission of the university to seek, preserve, and disseminate knowledge and to conduct research in a fair, open, and morally responsible manner. Student and Supervisors are expected to review and discuss the Intellectual Property Policy.

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