Graduate Supervision

Changing Supervisor

Background

Upon admission, graduate students at the Graduate Department of Pharmaceutical Sciences (PHM) progress through the degree program under the guidance of a research supervisor (and co-supervisor, if applicable). Whereas every effort is made, at the recruitment stage, to ensure matching interests between the trainee and the primary supervisor under whom the student was originally admitted, individual goals and competencies may change during training such that the trainee may benefit from mentorship under a different supervisor. The change of supervisor process is collaborative and provides for proper disclosure and cooperation between the student, the original (i.e., current) supervisor(s), and subsequently the new supervisor, and serves to establish a new supervisory relationship for the student to ensure academic continuity.​

Importantly, the change of supervisor process is not intended as a means of interpersonal conflict resolution, unless untenable after efforts have been made to resolve with expert guidance. Students in search of interpersonal conflict management and solution should consult the Centre for Graduate Mentorship & Supervision (CGMS) for help and support regarding supervisory concerns and/or issues.

Procedure

At a high level, the student is responsible for securing a new research supervisor in the change of supervisor process. A change in supervisor normally must be requested within the first year of graduate study. It is important to note that while success in the degree program is the prime responsibility of the student, others share in that responsibility. Foremost amongst these for research-stream students are the supervisor(s), the supervisory committee and the graduate unit responsible for the program. Thus, the change of supervisor must be a collaborative process. The Graduate Office works with the student, the original supervisor, and the new supervisor to facilitate the transition. Upon confirmation of transfer to a new supervisor, a new funding agreement will be signed to certify that the financial obligations to the student are also transferred to the new supervisor. The following is a step-by-step guide for this process:
 

Step 1: Student meets with the Graduate Director for discussion or for sharing of information.

The student invites the Graduate Director to meet and discuss the circumstances for which a change of supervision could be beneficial for the student’s academic progress. At this meeting, the student should also discuss his/her study plan and educational/career goals so that all pros and cons and possible alternatives are considered. After the meeting, if the student wishes to pursue the change of supervisor process, the student must express this intent, in writing, to the PHM Graduate Office. At this meeting, potential alternative supervisors are discussed.

Step 2: Student looks for an alternate supervisor.

It is the student’s responsibility to find a new supervisor. The Graduate Director can help guide the student through this process; however, the ultimate responsibility to find a new supervisor is that of the student. To facilitate this process, the student would be allowed up to one session of 4 months to secure a new supervisor, starting at the time the search for a new supervisor begins. The student must continue to meet all other program requirements during this time (e.g. attendance at seminars). Whereas the Graduate Office may assist by answering any questions that the student and/or the supervisor(s) may have, it is ultimately the student’s responsibility to secure a new supervisor.

Step 3: Student informs the PHM Graduate Office to initiate the change process.

Success of the change of supervisor process is not guaranteed, and the Graduate Office cannot simply transfer a student from one supervisor to another. Procedurally, the Graduate Office will communicate the student’s change of supervisor request to Graduate Director. The Graduate Director has the principal obligation and authority to ensure that pathways exist for student success throughout and after completion of the supervisor change process. Thus, the Graduate Director may decide to reach out to the student’s original and/or prospective supervisor(s) for consultation, if necessary.

Step 4A: If the student is successful in securing a new supervisor.

The student’s new supervisor must write to the PHM Graduate Office and confirm his/her supervisory commitment. Then, the Graduate Office will provide further instructions to document and finalize the transfer process, if applicable. It is important to note that, despite changing supervisor(s), the student would not be granted additional time to complete their degree program (i.e. the degree program time limit remains the same). This means that after the student secures a new supervisor, the student must also establish a new supervisory committee, complete additional coursework (if recommended by the new committee), develop an approved thesis topic, etc. Furthermore, the duration of funding status would not change, and the student would exit the funded cohort in the normal timeframe as per the PHM Graduate Student Funding Policy. For example, a student who underwent the change of supervisor process at the end of year one would begin studying under their new supervisor as a year 2 student. At the discretion of the new supervisor, the student may either remain registered at PHM or transfer to a different graduate unit:

• Student remains registered at PHM; or

In a written statement to the Graduate Office, the student and the new supervisor must acknowledge and accept a PHM funding letter to complete the change process. If the new supervisory committee members must be selected, a revised Advisory Committee Members Form will be submitted to the Graduate Office within 7 months from the transfer, ideally sooner.

• Student transfers to a new graduate unit

The student must submit a program transfer form to the PHM Graduate Office. The form will be reviewed and signed by the Graduate Director, and then submitted to the new graduate unit. The student must follow instructions of the new graduate unit to complete the supervisor change process.

Step 4B: If the student is unsuccessful in securing a new supervisor.

The student must write to inform the PHM Graduate Office of how the student intends to continue (or discontinue) the program. For example, the student may choose to continue studying under the original supervisor(s) or voluntarily withdraw from the program. These example options are not exhaustive; however, comprehensive consideration of the student’s program direction may require further consultation with the Graduate Director, and such discussions may also include the student’s supervisory committee members.

Terms and conditions

• Confidentiality: the change of supervisor is not a confidential process; however, the Graduate Office recognizes that this is a sensitive situation. Student confidentiality does not apply to normal operations of the Graduate Office wherein student information must be shared with relevant parties responsible for the student’s academic program.
• Restrictions: change of supervisor must normally be done as early as possible in the program. In the event of a change of supervisor, students will have an extension of up to 4 months for their PhD qualifying exam, which would then need to occur within 28 months of starting their program in PHM. All other program requirements (attendance at seminars, coursework) must continue to be met. Transfers of this sort must be reviewed and approved by the Graduate Director and will be permitted only once during a student’s program.
• Registration: all graduate students must have a supervisor to maintain registration in the PHM graduate program. If the student unilaterally decides to stop working with his/her current supervisor and a new supervisor cannot be identified before expiration of the prescribed timeframe, then the Graduate Office may recommend that the student: a) withdraw from the program, b) take a leave of absence, or c) recommend termination of the student’s registration.
• Voluntary withdrawal: students may withdraw voluntarily from their programs at any point before their registration is terminated. A student may decide to withdraw from the program before the Graduate Director submits to SGS the recommendation for termination of registration or before the SGS Vice-Dean, Students, approves the Graduate Director’s recommendation.
• Leave of absence: if deemed beneficial, the student may seek a leave of absence in the period for which the student was prescribed to search for a new supervisor.
• International students: any (approved) leave from a program of study in Canada should not exceed 150 days from the date the leave commenced. Study permit holders should consult The Centre for International Experience prior to taking leave to ensure they have a clear understanding of potential status implications.
• Intellectual property (IP): A review of IP considerations for work generated by a student while working with a supervisor would be carried out. IP generated as part of a supervisor’s laboratory would include or reside with that supervisor/laboratory unless agreements were made to share or transfer the IP.