Program Chair and Supervisory Committee

Chair of SCARP Ph.D. Program

The Chair of the SCARP Ph.D. Program is responsible for the admissions process and ensuring that the administration of each student's program is in compliance with the policies and procedures for doctoral studies of the Faculty of Graduate Studies and the School.

Introductory Committee

On arrival at SCARP there is an orientation session in the first week for all new students. Incoming Ph.D. students should meet as soon as possible with their Research Supervisor, Introductory Committee, and other SCARP and UBC faculty as necessary. The Introductory Committee will consist of the Research Supervisor and at least one other faculty member who, during the admissions process, has expressed interest in working with the student. The purpose of the Introductory Committee is to orient the student to doctoral studies in the School, determine an initial program of studies, and assist in the timely establishment of the permanent Supervisory Committee. The Introductory Committee will meet for the first time before the end of Orientation Week in September and will initiate the student's Ph.D. Program Record form.

Supervisory Committee

The Supervisory Committee will consist of the Research Supervisor, who must be a SCARP faculty member with the position of Assistant Professor or higher; and two other members, at least one of whom must be a SCARP faculty member. The Faculty of Graduate Studies suggests that ‘it is desirable to have one member from outside the graduate program in which the student's degree is to be taken’. But, when appropriate, all three Committee members can come from SCARP.

The supervisory committee membership may include senior instructors, professors emeriti, honorary faculty, adjunct faculty, off campus professionals as well as faculty members from other universities. A request for approval for these members submitted to the Dean of the Faculty of Graduate Studies must include a copy of the individual's curriculum vitae and a letter from the graduate program advisor.

Where appropriate, a supervisory committee may contain more than three members but the majority of the committee must be from UBC.

The Introductory Committee should move towards becoming the permanent Supervisory Committee as soon as the research focus becomes clear and suitable members are identified. The Supervisory Committee is normally confirmed by the end of the first year in order to be able to work closely with the student in defining their Comprehensive Examination and in developing their Research Prospectus as soon as possible.

Responsibilities and Conduct of Introductory and Supervisory Committees

The Research Supervisor is responsible for ensuring the candidate's Introductory and Supervisory Committees are properly constituted and that the program of studies both satisfies the student's educational needs and the School's academic requirements. The Research Supervisor chairs both the Introductory Committee and the Supervisory Committee.

The Research Supervisor is responsible for ensuring that the candidate is fully aware of the academic and related requirements of the Ph.D. program (e.g., timing of program elements, nature and subject matter of comprehensive examination, etc.) from the beginning of their studies in the School.

The Committee (referring to both Introductory and Supervisory Committees) shall, in consultation with the candidate, determine the student's program of study, agree to changes as required, and monitor the student's progress.

The Committee shall meet with the student at least once each semester during the required residency period.

The Committee Chair shall within two weeks of committee meetings distribute to committee members and the student, copies of minutes detailing decisions made at the meetings (e.g., program requirements, examination dates, etc.). One copy of each approved "minutes" must be deposited in the candidate's file in the SCARP Office.

During each academic year, the Ph.D. Research Supervisor shall submit to the Chair of the Ph.D. program two Progress Reports (in January and July), and advise on whether the student should be permitted to register for the next year. In the first year, the reports will normally be based primarily on performance in courses. After the second year, emphasis is on the Comprehensive Examinations and development of the Research Prospectus. In subsequent years, primary concern will be with the quality, progress, and timeliness of the candidate's research effort as assessed by the Committee. Copies of these reports are also to be provided to the student and the Director of the School.

The student also has a responsibility to ensure that his/her Committee functions adequately. For example, doctoral candidates are responsible for ensuring their Program Record forms are complete and up to date.

Students are invited to bring problems that cannot be resolved by discussion within their committees to the attention of the Ph.D. Program Chair. Problems concerning Committees that cannot be resolved at this level will be referred by the Program Chair to the Director of the School.

If, after consultation with the student and the Supervisor, the Chair of the Ph.D. Program concurs with a committee's recommendation that the student should not be permitted to register for the next year, the Chair shall recommend to the Director that the student be asked to withdraw from the program.

Changes in Research Supervisor and Supervisory Committee

Students are advised to take great care in exploring their research interests with potential members of their Supervisory Committee and, before seeking commitments, should discuss potential individuals with their Research Supervisor. The objective should be to assemble a Supervisory Committee that is able to guide the student in meeting his/her specific research interests.

Nevertheless, as the student's research interests develop, it may occasionally become evident that one or more members of the Supervisory Committee, including potentially the Research Supervisor, are no longer appropriate and that they should be replaced by other individuals who better meet the evolving focus of the research. Every effort should be made by the candidate to avoid the need for such changes by proceeding carefully in assembling the Supervisory Committee but, when necessary, to identify the need for different members as early as possible. Any changes must be approved by the Research Supervisor and the Chair of the Ph.D. Program.

In an extreme case, it may become evident that the student's research interests cannot be met within the School because faculty with appropriate expertise are not available. In such circumstances the student will be asked to withdraw from the School and every assistance will be provided in identifying alternative programs that might be appropriate.