Graduate Student Program
  
Carmine
Pop culture sparks students’ interest in infectious diseases (UM Today News August 22, 2019)

Program requirements:
  • Course requirements - M.Sc.
  • Course requirements - Ph.D.
  • Journal Club and Student Seminars
  • Advisory Committee
  • Transfer to Ph.D. program
  • Candidacy Examination
  • Guidelines for Thesis Preparation
  • Alternate format for Thesis Preparation

Course requirements for the M.Sc. program
  1. Before a student can receive an MSc degree they must successfully complete MMIC 7050 (Microbial Pathogenicity) plus and additional 6 credit hours of 7000 level graduate courses (total of 12).
  2. All graduate students in the Department must attend and participate in the Medical Microbiology seminar/journal club program.
  3. A minimum overall grade point average of 3.0 must be obtained in all courses with no letter grade below C+ in any single course.
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Course requirements for the Ph.D. program
  1. (a) The PhD program requires an additional 6 credit hours beyond the requirements of the MSc degree.*(b) Students admitted to the PhD program who have obtained an MSc degree from an institution other than the University of Manitoba Department of Medical Microbiology and Infectious Diseases, may have the requirement to enroll in Microbial Pathogenicity (MMIC 7050) waived at the discretion of the Department Graduate Studies Committee if it has been determined a course equivalent to MMIC 7050 has been successfully completed in their MSc program.
  2. All graduate students must attend and participate in the Medical Microbiology seminar/journal club series.
  3. A minimum overall grade point average of 3.0 must be obtained in all courses with no letter grade below C+ in any single course.

*The Department has an expectation that PhD students will have submitted or published at least two primary data publications (one as primary author) by the time they seek permission to write up their thesis.
Students must obtain a pass in their PhD candidacy examination. This examination must be scheduled within not less than 12 months of expected graduation from the PhD program.

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Medical Microbiology Journal Club Guidelines
September 2019

Bacteriology club coordinator: Dr. Denice Bay <Denice.Bay@umanitoba.ca>
Host-pathogen club coordinator: Dr. Sandra Kiazyk <sandra.kiazyk@canada.ca>
Virology club coordinator: Dr. Jason Kindrachuk <Jason.Kindrachuk@umanitoba.ca>
Journal Club Co-coordinator:  Dr. Denice Bay (see above)
Administrative Assistant: Angela Nelson <Angela.Nelson@umanitoba.ca>

When? and Where?
Coordinators for each course will determine the time and place for their journal club.

Three themes:
Bacteriology Journal Club:
Time & Place: to be determined by the coordinator (Dr. Denice Bay). Topics for discussion in this journal club can include the virulence, genomics, proteomics, surveillance, or antimicrobial resistance of bacterial pathogens.

Host-Pathogen Interactions Journal Club:
Time and Place: to be determined by the coordinator (Dr. Sandra Kiazyk). This literature review will focus on the relationship between innate and adaptive host immune responses to infectious agents in humans and other mammals and the mechanisms pathogens utilize to escape these responses.    
Molecular Virology Journal Club:
Time & Place: to be determined by the coordinator (Dr. Jason Kindrachuk). Topics for discussion in this journal club can include the fundamental molecular mechanisms that control viral replication, the molecular analysis of viral genes and their products and subsequent interactions with host cells.

Objectives:
For students to learn how to

  • Critically evaluate scientific work (acting as external reviewers)
  • Communicate scientific ideas and concepts effectively


Is JC for credit?

  • The Journal Club Presentations will not be offered for credit but it is a mandatory aspect of the graduate program in this Department and is required for graduation.

Who has to attend?

  • All graduate students must regularly attend one of the journal club series.  The students are able to attend other series as the topics and their interests allow. The absentia students (except for medical or other emergent situation) will be required to provide a 3-5 page written analysis of a new, high-ranking paper (Impact factor of above 4) and report to coordinator, and consistent lack of attendance could affect continuation in the graduate program.
  • All post-doctoral fellows are encouraged to attend but it is not a requirement. 
  • All Med Micro Faculty are encouraged to attend.  Supervisors are advised of when their student is presenting and are strongly encouraged to attend.   This Department views this as a key part of the mentoring process and helping the students improve.

Who has to present?

  • All of MSc and PhD level graduate students will be required to present one presentation in each year of their graduate studies in this Department. The evaluation form of each student will be recorded each week as the indication of your attendance. 

Format:

  • 20 min presentation
  • 10 minutes for questions
  • 3-6 students will present per session (subject to the number of students in each group)

Due to time limitations on the rooms, presentations and discussion MUST be limited to 30 minutes each.

To stimulate discussion, the two students who presented the previous session will initiate the questioning, then it will be opened to other students and finally to the general audience.
 
In the past most students have chosen to present in PowerPoint but the decision is entirely the students. The most important aspect is that the presentation be clear, no points for flashy.

Types of articles that you can choose:

  • Articles must be pre-approved by your Journal Club series coordinator at least 3 weeks in advance. 
  • There are three general thematic areas that form the basis for the three Journal club series; Molecular Virology, Bacteriology, Host-Pathogen Interactions.
  • You may choose any paper that falls within the general theme of the Journal Club series in which you are presenting.  Articles must be a primary scientific publication (no review articles) in first-rate journals.
  • Articles should not be from someone’s own laboratory.
  • The chosen paper should be with higher impact factor. It should be emphasized that the student’s responsibility is to provide an environment where everyone in the audience will take away something. 
  • Articles should be from the last 12 months.
  • The article must be available in electronic form.  If it isn’t in a PDF from the journal then you must scan the article in yourself.  There are scanners in the Department that you can use.

What is the process?

  • Choose an article (MUST be in electronic form)

At least 3 weeks before your presentation email the PDF of the paper to the responsible coordinator.  Please note there are large numbers of graduate students in our Department so when you send your article please state the following:

o Your name
o Your supervisor’s name
o What your lab’s research focuses on in general
o What is your specific research topic

Your article will not be approved without the information as listed above.

  • All papers should be approved by the appropriate coordinators, Drs. Denice Bay, Sandra Kiazyk, or Jason Kindrachuk, who are responsible for the Bacteriology, Host-Pathogen Interactions and Molecular Virology, respectively, Journal Club series.  If the coordinator is not available at the time, Dr. Larcombe may approve papers at Linda.Larcombe@umanitoba.ca
  • Once the coordinators have approved your selection they will request that you forward the article to Ms. Angela Nelson. 
  • Angela may be contacted directly at angela.nelson@umanitoba.ca
  • Angela will post your presentation on the Med Micro Seminar schedule and your paper will be posted on the Med Micro web page.  She’ll also forward the article to the student’s supervisor.
  • Department lap top is available from Room 543 BMSB.
  • All students will download the articles and the evaluation form and bring a copy of each to the Journal Club.  Without an evaluation sheet you don’t get credit for having attended.

Evaluation:

  • Evaluation forms.  All students will provide a numerical score assessing how the presenter performed (a score and written comments that will be summarized and relayed to the presenter). You will be expected to give thoughtful comments on the strengths and weaknesses of each presentation.  The intent is for constructive advice.  Don’t forget to mention the good points also.
  • DURING OPEN DISCUSSION TIME, STUDENTS WILL BE EXPECTED TO ASK QUESTIONS.  Each participant of the journal club series should be prepared with a couple of questions.  The questions will start with the assigned questioners, followed by other students, then open to all.
  • The comments and marks will be summarized and provided as written feedback to the presenter.
  • Marking will be based on 50% students’ average mark and 50% faculty mark.
  • Top two presentations and top rookie receive awards at the end of the year.

What to focus on this year?

One weakness of some presentations last year was a lack of critical evaluation of the paper.  People conveyed what was done in the paper very well but many did not provide their opinion whether the study was valid and has science move forward because of it.  Remember you don’t always have to be correct, but you do have to have thought about it and have an opinion.

*If a schedule change is required, it is the student’s responsibility to arrange that and inform Angela Nelson and your journal club coordinator by email: angela.nelson@umanitoba.ca

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MMID Student Research Seminars 2019-2020

Coordinator: Dr. Linda Larcombe (larcombe@umanitoba.ca)
Administrative Assistant: Angela Nelson

When? & Where? Student research seminars will be held weekly on Wednesday afternoons from October 2018 to March 2019.  Senior students will present earlier in the series, followed by newer students towards the end.
Objectives: For students to learn how to:

  • critically evaluate yours and others scientific work
  • communicate scientific ideas and concepts effectively
  • describe the progress made on your research project 

Is the seminar series for credit?

  • The Student Research Presentations will not be offered for credit but it is a mandatory aspect of the graduate program in this Department and is required for graduation.

Who has to present?

  • All students in MD/PHD/MSc MMID programs are required to present one presentation in each year of their graduate studies in this Department.  Students who have submitted their thesis to their Examining Committee do not have to present at the Student Seminar Series but they are encouraged to attend until they defend.

Format:

  • 20 min presentation
  • 10 minutes for questions
  • 2-3 students will present per session

Due to time limitations on the room presentations and discussion MUST be limited to 30 minutes each.  To stimulate discussion, students will initiate the questioning, and then it will be opened to the general audience.

Who should attend the MMID student seminar series?

  • All graduate students must attend
  • The absentia students (except for medical or other emergent situation) will be required to provide a 3-5 page written analysis of a new, high-ranking paper (Impact factor of above 4) and report to coordinator, and consistent lack of attendance could affect continuation in the graduate program
  • All post-doctoral fellows are encouraged to attend but it is not a requirement.
  • All MMID Faculty are expected and encouraged to attend.
  • Supervisors are required to attend when their student is presenting and it is their responsibility to introduce the student. This Department views this as a key part of the mentoring process and helping the students improve. Please provide a professional introduction of the student (i.e. year in program, where they are from, awards or publications etc).
  • Students are required to submit online evaluations of every student seminar presentation.
  • The evaluations are submitted online at https://bit.ly/2yp20JL or use the following QR code.
    qrcode
  • Evaluations are due before midnight Friday of the same week.
  • Attendance tracking
    • Your attendance at student seminars is mandatory. Your attendance is recorded when you fill in the seminar evaluation at https://bit.ly/2yp20JL or using the above QR code. This online system keeps track of every submission and will be used to record your attendance. If you do not submit an evaluation your attendance will not be recorded.
    • Your attendance record is summarized and provided to your advisor at the end of the winter term. 
  • Please contact the Coordinator if you have any difficulty with the online attendance and evaluation system.

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Guidelines and Make-Up of Graduate Students’ Advisory Committees

New students, with the assistance of their supervisor, are to select and meet with their advisory committee within three months of starting their graduate program (students who begin in January have their first meeting by the end of the term, following the regular Faculty of Graduate Studies June 1 deadline).  The graduate program assistant will follow up to ensure this meeting has taken place. 

No later than three days prior to all committee meetings, a Medical Microbiology Graduate Student Research Progress Report (MMGSRP), 2 pages single-spaced long, is to be emailed to the advisory committee (in the case of a new student, this report is emailed to the supervisor). 

The Report will consist of the following, or similar, sections:

Background, Gaps in Knowledge, Rationale, Hypothesis, Objectives, Approach or Results, Progress since last meeting.

At the conclusion of the meeting, the following documents are signed where applicable and submitted to the Graduate Program Assistant:

  • Progress Report Form (to be completed at the meeting)
  • Graduate Student Annual Advisory Committee Checklist (to be completed at the meeting)
  • Copy of the Advisor Student Guideline
  • Program of Study (PhD students only – new, or if revisions are required from a previous form [e.g. committee member or course outline changes])
  • Copy of the MMGSRP

M.Sc. committees shall consist of a minimum of 3 Faculty of Graduate Studies members, or recommended members (definitions can be found on the U of M website at http://umanitoba.ca/faculties/graduate_studies/admin/index.html) (Supplemental Regulations By Department):

  • The student’s advisor (including co-advisor, if applicable)
  • A Faculty member of the Departmental Graduate Studies Committee*:

Dr. Denice Bay (Chair)
Dr. Blake Ball
Dr. Keith Fowke
Dr. Stephanie Booth
Dr. Kevin Coombs
Dr. Mike Drebot
Dr. Jason Kindrachuk (joined as of July 1, 2019)
Dr. Grant McClarty
Dr. Lyle McKinnon
Dr. Paul McLaren
Dr. Xiaojian Yao
Dr. George Zhanel

  • Third member who meets FGS definition as above, from MMID or any other department (may be cross-appointed in MMID)

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Transfer to the Ph.D. program
1. Currently, a student should be considered for transfer no more than 16 months (4 consecutive terms, including summer) from the start date of their MSc program.
2. The student must have completed at least 9 credit hours coursework prior to transfer, with a total of 18 credit hours required to complete the PhD program.

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MMID Candidacy Examination Guidelines

The purpose of the Candidacy Examination is to test the suitability of student progress through the advanced degree of Ph.D. The format for this exam in Medical Microbiology and Infectious Diseases is a grant writing/defense style. The intention is to test the student’s ability to develop a research project by researching a field of investigation, identifying gaps in knowledge, developing a novel hypothesis to fill one or more of the gaps and designing specific objectives and experiments that will formally test the hypothesis. The expectation is not that the student write a fundable grant but that scientific content is sound and feasible to complete. The candidacy exam will be taken by all Ph.D. students no later than 12 months prior to their expected graduation date and preferably much earlier given possible time constraints due to overlaps with thesis writing.  It is recommended that if a student has not had experience with writing a research grant via their coursework, they consider attending any number of grant writing workshops offered by student groups, GradSteps, or the Faculty of Graduate Studies.

Topic approval:
The student must seek approval from their Advisory Committee, usually at the Annual Advisory Committee meeting, to proceed with the candidacy exam. The student, in consultation with the Committee, selects 2 topics suitable for writing a grant application that must pertain to the field of Medical Microbiology and Infectious Diseases.Only one of these topics (written as LOIs) will ultimately be selected by the committee for writing the full grant. The examination topics may not be directly related to the student’s graduate project or any of their previous projects, as the intent is to test their ability to design a research project de novo. While choosing topics that are completely new to the student is strongly encouraged, the topics may involve a similar scientific question applied to a different organism, or a different scientific question applied to the same organism studied by the student, but not both. It is at the discretion of the Advisory Committee if the topics are sufficiently distinct from their graduate project or previous work. Once these topics are generally approved by the committee, the student will submit, usually by email, two 2-page letters of intent (LOI) on each topic to the Advisory Committee. The LOIs will contain the following, or similar, headings: Title, Background, Gaps in Knowledge, Rationale, Hypothesis, Specific Objectives with some experimental detail, and Significance. It is advised that the student’s supervisor provide a preliminary review of the two LOIs. Each member of the Advisory Committee must respond to the LOIs within one week, where they select one LOI proposal and grant the student permission to write up the chosen LOI as a full grant and suggesting where major changes need to be made. If the decision of the Committee is not unanimous, a face-to-face Committee meeting should be held to select a final proposal. The comments from each Committee member and the student’s revised LOI must be shared with the whole Committee. Once all members of the Committee have approved the LOI, the student may then proceed to write the full grant.

Timing of the process:
At the time the student receives permission to write, the date of the student’s presentation of the grant to the Advisory Committee is to be scheduled. This is normally two months following permission to write and should be no later than three months. All members of the Advisory Committee are expected to attend the Oral Examination. Should a committee member be absent for an extended period, then provisions should be made to connect that committee member by video or teleconference. Should that not be possible, the student’s PowerPoint presentation of the grant is to be provided to the committee member at least one week in advance of the Oral Examination. By the time of the Oral Examination, the absent committee member should provide to the student’s supervisor written detailed comments on both the grant, noting the pass/fail category, and providing any required changes, concerns, or questions. The supervisor will present these to the student and committee as part of the student’s Oral Examination.

Grant writing:
The student will have one (1) month from the date permission is received to write a CIHR-style grant application in the chosen field and submit it to their Advisory Committee. The grant will take the form of a CIHR Project grant (Link: http://www.cihr-irsc.gc.ca/e/49560.html). The grant will be composed of three major modules (CV, research, and budget) plus the relevant CIHR pages. The grant must follow the CIHR guidelines for each module. The CV Module must be done using the Common CV web page using the CIHR format, including sections such as Most Significant Contributions. The Research Module must include a Summary page, Progress to Date page, and a 10-page Research Proposal. The Summary page and Research Proposal can use section headings similar to the Letter of Intent. The Budget Module must include a one-page budget summary table using the categories identified by CIHR and detailed budget justification. Terms of the grant are to be 3-5 years. The student should also provide mock letters of collaboration where appropriate. Note: That while most Grant applications will have a preliminary data section, it is expected that the student will utilize existing data in published work as the rationale for their proposal. No mock preliminary data is allowed. The student should assemble the various components of the grant into a single PDF file and distribute to the Advisory Committee by email and/or hard copy.

The Committee is normally allowed one month to review the grant. The timing of the date of the Oral Examination of the grant is to be agreed upon at the time the student is given permission to write the full grant (see above for details).

Oral Examination and Evaluation:
The student’s presentation consists of a 20- to 30-minute overview of his/her grant to the Advisory Committee, followed by a question and answer period not to last longer than 60 minutes (i.e. 90 minutes maximum). The Advisory Committee member representing the MMID GSC is the Chair of the Oral Examination proceedings.

The quality of the proposal and the performance of the student in the candidacy exam will be evaluated based on his/her:
  1. Originality: Does the project address an important knowledge gap or research question? Are the approaches new or do they build upon pre-existing methodology?  
  2. Rationale: Is there sufficient background provided to justify the rationale for the study and why this is a problem to research?
  3. Approach: Is there a testable hypothesis? Are the methods appropriate to address the key aims?  
  4. Feasibility: Completion of the study in the proposed timelines given and aims and objectives align with the methods and outcomes?
  5. Impact: What are the short-term and long-term outcomes expected if each aim/objective of the study is successful? How can the knowledge gained from the study be used and by whom? How will the study improve health outcomes and/or address the current knowledge gaps?
Exam evaluation is verbal and to be provided at the meeting unless a committee member is absent. If a member is absent, arrangements must be made for the missing member to attend via video conferencing or if video conferencing is not possible, send the questions and comments to a graduate studies committee representative who can attend in their absence (to be arranged by the student advisor). The student is expected to bring a copy of the “REPORT ON PH.D. CANDIDACY EXAMINATION” form to each exam attempt. All members of the examining committee must sign the form at the exam and the student advisor must submit the form to the Department Head for signature as soon as possible. If the form is withheld awaiting pending exam revisions by the student, it is the student advisor’s responsibility to ensure the revisions are completed in less than 1 month from the last oral exam meeting. 

The student’s Grant Application and Oral Examination will be scored similarly to the scale used for a Thesis Defense (1-Pass, minor revisions; 2-Pass major revisions; 3-Fail, Major revisions; 4-Fail). The results and subsequent actions are described below.

Pass, minor revisions. Category 1. The Application and Oral Examination are judged to be good or excellent. The Committee sees no need for any significant revisions other than spelling, grammar or minor experimental flaws. The Advisory Committee members immediately sign off on the ‘Report on Ph.D. Candidacy Examination’ form, and the supervisor signature is withheld until revisions are complete to the satisfaction of the supervisor. The form is then submitted to the Graduate Studies Coordinator for Departmental Head’s signature and forwarding to the Faculty of Graduate Studies.

Preliminary Pass, major revisions. Category 2. The Application and Oral Examination are judged to be acceptable with generally non-fatal grantsmanship errors. These could include overambitious aims, insufficient rationale, or weak arguments for the feasibility, or suitability of the proposal. The Committee either individually or as a whole would like to see major revisions, but does not require a further Oral Examination. The Student is given one month to complete the necessary revisions, and submit these to their examining committee, who will respond within two weeks if the revisions are suitable. The Advisory Committee members’ signatures on the ‘Report on Ph.D. Candidacy Examination’ form are withheld until revisions are accepted. Note: Only one round of revisions is allowed. If the revisions are not acceptable, the attempt is treated as a fail, and the student moves to Category 3 below. The supervisor will deliver the form to the Graduate Studies Coordinator for Departmental Head’s signature and forwarding to the Faculty of Graduate Studies.

Fail, major revisions. Category 3. The Application and Oral Examination are judged to be insufficient, because there are significant and numerous fatal flaws in the proposal in its current form. These failings may include too ambitious, insufficient rationale or poorly chosen approaches. The committee, either individually or as a whole would like to evaluate any required corrections and see a revised Oral Examination. The Advisory Committee members indicate a fail (First Attempt) on the ‘Report on Ph.D. Candidacy Examination’ form. The supervisor will deliver the form to the Graduate Studies Coordinator for Department Head’s signature and forwarding to the Faculty of Graduate Studies. The student is to make any revisions within one month and submit these to their committee. A revised Oral Examination to be held as soon as possible after the one-month period. After the second Oral Examination, the committee is to evaluate and sign off within one month of receiving the revised version. Note: Only one round of revisions is allowed. If the revisions are not acceptable by the majority consensus of the entire committee, the attempt is treated as a second fail.

Fail, entirely new proposal. Category 4. The Application and Oral Examination is deemed to be unacceptable. The Advisory Committee members indicate and sign off on a fail (First Attempt) on the ‘Report on Ph.D. Candidacy Examination’ form. The supervisor will deliver the form to the Graduate Studies Coordinator for Departmental Head’s signature and forwarding to the Faculty of Graduate Studies. The Committee usually will require a new topic and the Student will return to the LOI stage and begin the process anew.

It is expected that the Committee reaches a unanimous decision on the category and score of the candidacy exam but a single dissenting fail is allowed. That is, if one committee member considers the attempt a failure, the student passes. The attempt is considered as a failure if two or more committee members award a “fail” vote.

It is the responsibility of the student to keep track of requested revisions, and they are encouraged to have the Advisory Committee verbally identify what the required revisions are to be before the end of the Oral Examination. Students who fail the exam twice will be required to withdraw from the Ph.D. program by the Faculty of Graduate Studies. On successful completion of this examination, the student will be considered a candidate for the Ph.D. degree.

Appeals process: Students wishing to appeal any exam decision can submit a formal appeal to the Faculty of Graduate Studies and include the following Academic Appeal Form: https://umanitoba.ca/faculties/graduate_studies/media/Academic_Appeal.pdf
It is recommended that the student prepare all appeal documents in consultation with the Student Advocacy Office.

The following reference materials, which are helpful for grant preparation, are available from the Office of the Graduate Studies Coordinator and students are encouraged to consult the following resources:
  1. “Art of Writing a CIHR Application” (available on the CIHR website).
  2. Several copies of successful actual CIHR grant applications. (Available from the Department Graduate Studies Coordinator).
  3. CIHR Project grant peer reviewer evaluation guidelines (section 4.2.2 – 4.2.3) are a useful document to review before and while writing the grant to ensure all the relevant points are addressed. http://www.cihr-irsc.gc.ca/e/49564.html#4
The thesis proposal is developed by the student under the mentorship of the Advisor/Co-Advisor and presented to the student’s Advisory Committee for approval at the first advisory committee meeting. If the proposal is not deemed acceptable by the majority of the Advisory Committee, then the student will develop another proposal and meet with the committee again, within six months, to present a revised proposal.  If, after the second meeting the majority of the Advisory Committee still deems the research proposal unacceptable, the entire committee will meet with the MMID GSC Chair to arrive at a final resolution, where an acceptable thesis proposal is developed or the department recommends to the Faculty of Graduate Studies that the student be required to withdraw.

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Thesis/Practicum Specifications
i) Prefatory Pages
    a) Title Page

The title must be a meaningful description of the content of the research. The author’s name should be in full, identical to the name under which they are registered and be consistent on all other documents. The title page should contain the following information: the title of the thesis or practicum, the name of the University, the degree for which the thesis or practicum is submitted, the name of the unit, the full name of the author, and the copyright notation ©. This universal copyright symbol must be included on the title page.  View sample
    b) Abstract
The abstract is expected to provide a concise account of the thesis or practicum. Abstract maximum length is 350 words for a Master’s and 350 words for a Ph.D. An abstract should contain a statement of the problem, methods, results and conclusions.
    c) Acknowledgements
The content of this single page is left to the discretion of the author. The page may make reference to the student’s advisor and advisory committee members and other people who have provided invaluable assistance to the student throughout their thesis/practicum development. Financial assistance received to conduct the research should be included here.
    d) Dedication
A page pertaining to dedication is allowed.
    e) Table of Contents
The Table of Contents must list and provide page references for all elements of the thesis and practicum. The numbering and format must be identical to the way the material appears in the text. Page numbers should be right justified.
    f) List of Tables
The list of tables immediately follows the Table of Contents and should follow the same format. This list includes the number of each table, their title, and their page number.
    g) List of Figures
The list of figures immediately follows the List of Tables and should follow the same format as the Table of Contents. The list includes the number of each figure, their title, and their page number.
ii) Thesis Format
    a) Style Manuals
Select a standard style manual that has been recommended by your department. Manuals recommended by the Faculty of Graduate Studies include but are not limited to:
  • American Psychological Association, Publication Manual of the American Psychological Association;
  • Kate L. Turabian, A Manual for Writers of Term Papers, Theses and Dissertations;
  • The Modern Language Association of America, MLA Handbook for Writers of Research Papers;
  • University of Chicago Press, The Chicago Manual of Style;
  • Always use the latest edition available. If there is a conflict between the instructions in this booklet and the style manual chosen, the former should be followed.

    b) Spelling
American, Canadian or British spelling is acceptable, but one style must be used consistently throughout the document.
    c) Format
Double space all text material; footnotes and long quotations may be single spaced. The entire thesis or practicum must be in the same text font, style, and size. Font size should be no less than 12 pt Times Roman. Full justification of the text is not required. Characters not available with standard software, such as mathematical equations or complex tabular matter may be neatly executed by hand with black India ink and scanned into document.
    d) Margins
It is imperative that the specified margins be observed throughout the thesis or practicum. Leave at least a one inch (1.0”) margin from the top, bottom, left, and right hand edges of the page. These margins apply to all material, including appendices, diagrams, maps, photographs, charts, tables, and others.
    e) Page Numbers
Each page in the thesis and practicum must be numbered consecutively. Illustrative pages must also be numbered. Roman numerals should be used for the prefatory pages. The remaining pages of the thesis/practicum, beginning with the introduction (Chapter One) should be numbered consecutively in Arabic numerals.
iii) Footnotes, References and Appendices
Follow the instructions in the style manual recommended by your unit. No matter which style manual you use, it is important to be consistent in the format selected.
iv) Figures, Illustrations, Photographs and Design Drawings
    a) Illustrative Material
All illustrative material should be consistent throughout the thesis or practicum. All figures, illustrations, photographs and drawings must be numbered consecutively in Arabic numerals and be accompanied with a title. The material should appear as soon after as it is mentioned in the text. All original materials should be of high quality, with sharp and clear images.
    b) Layout of Tables and Figures
Each table and figure has a number and title. The number and title appear at the top of the table or figure. They must conform to the margin requirements of the thesis or practicum. If the table or figure is oversized, it is recommended that they be reduced in size in such a way that they remain clearly legible. The title of the table or figure should be as short as possible and indicate the major focus of the material within the table or figure.
v) Additional Materials
    a) Consent and Access to Information Forms
Sample copies of consent forms that were used to obtain consent from participants to take part in the information gathering procedures for the thesis or practicum must be included in an Appendix. Any personal information must be omitted from the submitted form.
In some cases, approval from an agency or institution or corporation may have been required before the information gathering procedures could proceed. The original approval form for access should be retained by the student with a copy provided to FGS upon completion of the thesis/practicum.
    b) Use of Copyrighted Material
If the thesis or practicum includes copyrighted material from other sources, permission may be needed from the copyright holder(s). Visit the Copyright Office website at http://umanitoba.ca/copyright/ for copyright guidance on when permission is needed or send your question to um_copyright@umanitoba.ca.

If copyright permission is needed, you may use a sample copyright permission letter which is available from the Copyright Office website. Some copyright holders prefer to use their own permission forms or licences. All of these are acceptable ways to obtain permission.

Obtaining copyright permission, when it is needed, may take a considerable amount of time. This must be taken into consideration when meeting a thesis submission deadline.

If copyright permission was obtained, include a “Used with permission” statement under the image or text in the thesis. The permission email or licence provided by the copyright holder should be retained by the student indefinitely.

In some cases, the copyright holder cannot be located or the cost of obtaining permission is prohibitive to using the text or image. In these situations the text or image may have to be omitted from the thesis/practicum. Subsequently, information on where the reader can locate the image or text (such as the URL, title of book/journal, volume and issue number, page number, publisher, and date of publication), should be included in the thesis. A description of the purpose or significance of the text or image should also be provided.

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Manuscript / Grouped Manuscript Style (Sandwich Thesis)
A thesis/practicum may comprise a paper, or collection of papers, which are, or are about to be, published. The number of papers that comprise this style of these will be determined between the student and the advisory committee. The formatting of the thesis/practicum must be consistent throughout the thesis/practicum and the thesis/practicum cannot merely consist of several papers or articles bound within the one document.

Publication, or acceptance for publication, of research results prior to the presentation of the thesis/practicum does not supersede the evaluation of the work by the examination committee (i.e. does not guarantee that the thesis/practicum will be found acceptable). Examiners may specify revisions regardless of the publication status.

The thesis/practicum must follow the same prefatory information (1.1), spelling, formatting margin requirements, page numbering (1.2b-d), footnotes and appendices (1.3), figures, illustrations photographs and drawings (1.4) and any additional material (1.5) as those outlined above.

There must be an introductory chapter to the entire thesis/practicum which includes its own bibliography. The collection of papers or articles must contribute toward the overall theme that represents the thesis/practicum work and must be smoothly integrated into the flow of the thesis/practicum to produce a unified document. This may require changes or additions to, and re-writing of, any work which has been previously published.

The thesis/practicum must contain connecting text between the different chapters providing logical links to allow the integration of the information. These connecting sections are mandatory. Not including these sections may compromise the ability of the examiners to evaluate the thesis/practicum and accordingly there may be subsequent potential consequences.

The thesis/practicum must contain a concluding chapter that includes a discussion on how the thesis/practicum, with its findings, provides a distinct contribution to knowledge in the research area.

In the case of multi-authored papers, the nature and extent of the student/candidate’s contribution, and those of the other authors, must be explicitly specified in a section entitled "Contributions of Authors" in the “Preface” of the thesis/practicum. The advisor/co-advisor, by signing the thesis/practicum submission form, attests to the accuracy of these statements and will be asked to reaffirm at the oral defence in the case of a doctoral thesis/practicum.

Copyright Ownership
Canada’s Copyright Law states, “The author and first owner of any paper, dissertation, or other work prepared in school courses and degree programs is the author of the work, i.e., the student preparing the paper, dissertation, etc” (Canadian Copyright Law, 3rd ed. Lesley Ellen Harris, McGraw-Hill Ryerson Limited, 2001, p. 88).

“Written documents, whether prepared for internal or external purposes whether in draft or final form, whether in print or in digital form, are protected by copyright. In fact, each draft of a document may be separately protected by copyright. This includes papers and dissertations, and other school assignments assigned by students as part of the course or degree work” (Canadian Copyright Law, 3rd ed., Lesley Ellen Harris, McGraw-Hill Ryerson Limited, 2001, p. 59).

Students at the U of M have sole copyright ownership over their document that is submitted as a requirement of an academic program. However, the document submitted by the student to the U of M becomes the property of the University.

Withholding Publication of a Thesis
In 1970 the Board of Governors and Senate approved a policy on accepting research grants from outside agencies. This policy defined the right of agencies to defer release of information and thus ensure freedom of publication for research findings of University personnel. Occasionally, the University may also wish to restrict the release of a thesis/practicum pending patent application. This policy statement parallels the previous one in that it defines the right of the University to defer the release of a thesis/practicum and thus ensures freedom of publication for the research findings of a graduate student.

This situation may arise in two circumstances which are defined below and both of which are governed by the same set of regulations.

  1. When a research project is known to contain patentable items as defined in the research contract, it is the responsibility of the advisor to provide the student with written information on the restrictions of publication prior to the start of the thesis/practicum research.

If the student agrees to carry out the research, then the regulations given below will apply.

  1. Where a patentable item is found during the course of research, then the advisor and the student may make application for patent rights through the University Patent Committee. The Dean of FGS will receive the approved thesis as required by the Faculty regulations. On written joint request of the advisor and the student, the Dean of FGS will keep the thesis for a period of up to one year.


Submission of Final Copy of the Thesis and Practicum
The Academic Schedule in the Graduate Calendar provides dates by which theses/practica must be submitted to FGS in order to be eligible for graduation for a specific graduation period.

Following the approval of the thesis/practicum by the examining committee and the completion of any revisions required by that committee, the thesis, and where applicable, the practicum, must be submitted to the Faculty of Graduate Studies as follows:

  • One digital version submitted as an e-thesis at the MSpace website
Students are encouraged to review the e-thesis submission requirements prior to creating a digital version. Electronic multimedia files or accompanying files that are part of an e-thesis should be posted to MSpace as separate files.

The digital copy of the thesis/practicum is required for the University Library and remains the property of the University of Manitoba.
The advantages of electronic submission include:

  • Immediate and full publication on the web.
  • World wide distribution searchable via Google, Google Scholar and Library and Archives Canada.
  • Financial savings on binding and copying.
  • Inclusion of multimedia files, clickable URLs.
The digital version must conform to the specifications outlined in this guide.

The electronic version must be submitted in Portable Document Format (PDF), the conversion of which can be done at one of the Libraries' labs on campus. Students can request the Libraries to do the conversion at no charge.

Once the thesis/practicum has been converted to PDF, students can submit the file to MSpace (For information about Electronic Theses, contact Wendy.Prystenski@ad.umanitoba.ca, ph: 204.510.8063).

To submit an Electronic Thesis or Dissertation (ETD) or learn more about ETDs visit the MSpace website

Thesis/Practicum Submission Checklist

  • One (1) Electronic copy - Submit according to the instructions outlined on the MSpace website
  • Ensure there are no missing pages.
  • Submit the original Thesis/Practicum Final Report Form - this is signed by the student's committee once they have successfully defended and/or completed their thesis/practicum revisions.
  • Submit a copy of the Ethics Approval Letter received from the REB and any other pertinent access approval forms (if applicable).
  • Ensure that the spelling of the title and author of the thesis/practicum is identical on the Final Report Form, the Thesis Release Form and the Title Page of the thesis/practicum (e.g.: all pages must read "John M. Smith" for the author's name).

Distribution of Thesis and Practicum to the Libraries
Library and Archives Canada
  The official electronic version of the thesis which is submitted to MSPace will be harvested by Library and Archives Canada:

  • The thesis or practicum will be made available by Library and Archives Canada on its Theses Canada Portal;
  • The bibliographic record will be listed in Canadiana, Canada's national bibliography, published by Library and Archives Canada;
  • The thesis or practicum will become part of the Library and Archives Canada collection of more than hundreds of thousands of theses/practica;
  • Access to theses/practica submitted electronically will be provided through the Libraries’ catalogue or directly through MSpace, and will be open to the world. MSpace theses will also be searchable via Library and Archives Canada, Google and Google Scholar.
  • Library and Archives Canada guidelines and copyright information is available on its website.
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