COVID-19 updates

The Faculty of Graduate Studies, with assistance from the Financial Aid & Awards Office, has created a Summer 2021 Covid-19 UM Graduate Student Pandemic Relief Fund to provide some financial support in the form of a bursary to full-time and part-time Master’s and PhD students facing financial hardship due to the current COVID-19 Pandemic crisis. 

 Pre-screening criteria for the application for the Summer 2021 Covid-19 UM Graduate Student Pandemic Relief Fund are as follows:

 You must be a full-time or part-time Master’s or PhD student registered in the Summer 2021 term at the time of your application; 

• *NEW Requirement for Summer 2021 term:  You must be paying Program Fees as part of your tuition for the Summer 2021 term.  Students may check their fees to confirm which fee they are paying to determine eligibility by logging into their Aurora Student account to review their tuition fees and details for the Summer 2021 term.  If your account notes “Graduate Tuition” as one of the first lines of your fees then you are paying program fees and are eligible to apply for this funding;

• You must have a degree GPA with a minimum of a 3.00 in your current graduate program; 

• You must have no financial holds on your Aurora Student account; 

 You must demonstrate that your current financial distress is a direct result of unforeseen costs associated with the Covid-19 pandemic crisis, and that financial support is needed in order to continue with your studies at the university.

 The value of the bursary is:

• $1,000 for full-time graduate students
• $500 for part-time graduate students

If successful, you will receive the funds for this bursary via an e-transfer to your bank account (if you hold a valid Canadian bank account), or alternatively, the award will be applied to your tuition fee account on Aurora Student if you do not have a bank account set up in Canada at the time of your application.

Should you wish to apply for this fund, please log into Aurora Student.  Once you have logged into your Aurora Student account you must then choose (a) “Student Awards and Financial Aid”, followed by (b) “Apply for Student Aid”.  The office of Financial Aid & Awards will review all applications received for this support.

 The deadline to apply for this support is Friday, June 4^th, 2021.  Assessments will take 5-10 business days, and only successful candidates will be notified if their application is approved.

 Questions from graduate students on the Summer 2021 Covid-19 UM Graduate Student Pandemic Relief Fund can be directed to Graduate Awards at graduate.awards@umanitoba.ca.

The University of Manitoba has approved grading accommodation options for the Fall 2020 and Winter 2021 terms. This policy may have implications for graduate program progression and should be considered before electing any option.

The approved policy is as follows:

Students may choose to exclude from their University of Manitoba academic record either:

a)    up to one (1) grade received in Fall 2020 Term, and up to one (1) grade received in Winter 2021 Term,

or

b)    up to one (1) grade received in a spanned course which runs through both Fall 2020 and Winter 2021 Terms.

If students wish to pursue either of these options, they must take action by end of day on Monday, May 31, 2021. Action is not required if students accept final grade(s) as is.

The following chart outlines the impact of excluded grades for graduate students.

* Please note that this chart aligns with Faculty of Graduate Studies regulations as outlined in the Academic Guide. Program progression is also assessed according to department/unit supplementary regulations, which may stipulate minimum grade requirements higher than C+. In such cases, the grade threshold for the outcomes listed in this chart will align with the minimum grade requirements in the supplementary regulations.

Graduate Studies COVID-19 Updates - November 5, 2020 

Welcome to the Fall Term 2020!

I would like to extend a warm welcome to all graduate students locally, internationally, new and returning. We recognize the efforts you have made to continue your education this term, and we are excited to be able to support your success during this exceptional period. We hope you have enjoyed the first week of Fall Term 2020!

We recently offered our first virtual orientation sessions with great success. If you were unable to attend the Graduate Student Orientation Welcome Workshop, an outline of topics covered can be found on our website (Welcome to the University of Manitoba Information). We encourage you to review this document as there are many helpful tips and links that will be of interest to you. The topics below were of particular interest to students attending the sessions and may be of interest to you as well.

COVID-19 Information

Please ensure you are regularly visiting the UM Covid-19 webpage and the Faculty of Graduate Studies COVID-19 webpage for important information on how COVID-19 is affecting our 2020/2021 Academic year.

Student ID Cards

The student ID card application process has been moved online. Once registered for courses, students can request an ID card through Aurora. More Details can be found at http://umanitoba.ca/registrar/photo-id

GRAD 7300 and GRAD 7500

All graduate students and pre-master's students must complete two online tutorials : GRAD 7500 Academic Integrity and GRAD 7300 Research Integrity. Register for the courses in Aurora, then complete them in UM Learn. Do not register for either of these courses in more than one term.

International Centre

he International Centre is the source for important information pertaining to international students; this includes information on international student health insurance, visa, and personal supports. Please visit the International Centre website for information specifically relevant to our International Students.

Current and new international students are invited to join the UM International Centre and fellow students for a weekly video chat on Zoom! Share tips, learn about UM and community resources and supports, and connect with other international students! Chats will take place every Thursday at 9:00 AM Central Standard Time. You must register using your UM student email account.

Tuition and Fees

Please visit the Registrar’s Office website for all questions regarding fee payments.

UMGSA/HSGSA

The University of Manitoba Graduate Student’s Association (UMGSA) and Health Sciences Graduate Students’ Association (HSGSA) are student-governed associations that represent the over 3,500+ graduate students at the University of Manitoba. These associations are an excellent resource for you, and also provide information on volunteer opportunities that can improve your CV. Visit their websites for more details.

Please review the email that was sent to all students on September 8 from Laurie Schnarr, Vice-Provost (Students), as it includes important information for all students. This communication can be found on the UM Covid-19 webpage.

The Faculty of Graduate Studies is here to support your success throughout your graduate program. We encourage you to visit our website to learn more about the services we provide and opportunities available to you.

On behalf of all the staff in the Faculty of Graduate Studies, I wish you a successful term!

International students - Summer 2020

Contact your local visa office or Visa Application Centre to discuss how COVID-19 delays will affect your start date in Canada. If you are already in Canada, please contact an international student advisor immediately for support.

http://umanitoba.ca/graduate_studies/orientation.html The Faculty of Graduate Studies is committed to balancing the safety of students, staff and faculty with the need to return to some on-campus operations. As part of the university’s plan for phased reopening, access may be requested for the specific purpose of conducting Candidacy Examinations that require in-person invigilation.

Access requests must be made first to the Faculty of Graduate Studies using this form, which will then be forwarded for approval.

Message to current and prospective graduate students from Louise Simard, Acting Dean

The University of Manitoba is committed to a safe return to campus when the time is right. Updates and answers to FAQs will continue to be posted on the University’s coronavirus web page.

In the meantime, the Faculty of Graduate Studies continues to serve your needs.

3MT final competition

This year the 3MT Final competition will be proceeding in a unique format via a livestream on June 3rd at 7:00pm.  You are invited to watch and support your fellow students as they present their research, as well as vote for your favourite in the People’s Choice Competition. Information on how to watch and vote will be updated as it becomes available at http://umanitoba.ca/faculties/graduate_studies/3mt/index.html.

Fall 2020

The University of Manitoba will offer Fall Term through remote, online learning with some in-person exceptions. To help support these changes, Fall Term has been extended for optional in-person critical instruction for the period January 5 to 15, 2021. This will ensure that all students (local or international) will be able to begin and complete their studies without having to be physically present for the period of September to December 2020.

In some exceptional cases, courses may be delivered in person. Students will be advised in advance of the protocols that need to be in place to accommodate these few exceptions so that they can make informed course selections.

Updates will be communicated through email, the registrar’s office and Faculty of Grad Studies website as they become available. If you would like to move your application to an alternate term, please contact your department. 

Important dates:

September 9: Fall Term classes begin
December 12 – 23: Fall Term exam period
January 5 – 15, 2021: Fall Term extension for critical in-person activities
January 18, 2021: Winter Term classes begin

CURRENT INTERNATIONAL GRADUATE STUDENTS: EXTENSION OF STUDY PERMITS 

International graduate students are strongly encouraged to submit requests for extensions of your study permit 90 days prior to the end date as delays are likely, given the current COVID-19 pandemic.

Any questions about your study permit should be directed to the International Centre. Contact an advisor by sending an e-mail that contains your full name, student number and a short description of your question(s) to international@umanitoba.ca. The current wait time is two to three working days; appointments are conducted via Zoom.

NEWLY ADMITTED INTERNATIONAL GRADUATE STUDENTS

International graduate students who have been admitted to the University of Manitoba for Fall 2020 must seek advice from the director/chair/support staff (and advisor where applicable) of your graduate program to guide your decisions.

International students must comply with Immigration, Refugees and Citizenship Canada (IRCC) regulations. Your questions can be addressed by contacting an advisor at the International Centre; send an e-mail that includes your full name and a short description of your question(s) to international@umanitoba.ca. The current wait time is two to three working days; appointments are conducted via Zoom.

ORIENTATION

An online orientation will be held prior to the start of classes. Once dates have been confirmed, information will be shared via email and at Graduate Studies orientation. 

GRADSTEPS WORKSHOPS

The Gradsteps workshops page is updated regularly with professional development workshops that are available online.

FACULTY OF GRADUATE STUDIES AWARDS UPDATES

The graduate awards team is currently experiencing delays due, in part, to the administration of the COVID-19 Student Emergency Fund for Graduate Students. The team is doing their best to continue regular operations and award competitions heading toward Fall 2020. Consequently, there may be delays in responses and delays in communicating results of award competitions.  

Graduate Enhancement of Tri-Council Stipends (GETS)

The GETS program application assessments and inquiries will experience delays over the next few months. GETS applications may take up to six weeks for review and approval. Given this, we strongly encourage Principle Investigators to apply a minimum of six weeks prior to the anticipated funding start date to avoid any delays in payment.  Your cooperation, patience and understanding are highly appreciated during this unexpectedly busy time.  

FACULTY OF GRADUATE STUDIES TRAVEL AWARD

The Faculty of Graduate Studies Travel Award is still available for master’s and PhD students who may be attending virtual conferences during the COVID-19 pandemic.  Eligible students may receive funding equal to the value of their expenses, with a maximum of $750 for conferences held in North America, and a maximum $1,000 for international conferences.  All requirements of the travel award apply.  For details, students may visit FGS Travel Award Application. Full details are listed on page 1 of the application form.

STUDENT SERVICES

If International students have any concerns, we encourage you to contact an advisor at the International Centre to discuss some important considerations. You can reach an advisor at the International Centre by sending an e-mail, with your full name and student number, to international@umanitoba.ca. The current wait time is two to three working days; appointments are conducted via Zoom.

Please visit UM COVID-19 updates for the most current University of Manitoba directives.

Your health and the health of the community remain our priorities during this pandemic and throughout the gradual lifting of restrictions. The University of Manitoba has student supports available at Student supports. 

Pass/Fail Grading Options - Explanations from the Faculty of Graduate Studies, Louise Simard, Acting Dean

• FGS Pass/Fail Grading Options (PDF)

Students enrolled in Winter Term courses and those spanning the Fall and Winter Term, now have until May 10, 2020 to voluntarily withdraw. The previous deadline was April 13

Message from Louise Simard, Acting Dean

On April 1, 2020, Senate Executive approved a proposal to allow undergraduate and graduate students a Pass/Fail grading choice for spanned Fall 2019/Winter 2020 and Winter 2020 courses. In brief, students can “opt to accept the letter grade received (Standard), accept the letter grade received but exclude it from UM GPA calculations (Option 1), or choose to have performance categorized as ‘Pass’ or ‘Fail’ (Option 2).”

The manner by which an “option” can be declared has not yet been established. However, for the Faculty of Graduate Studies (FGS), we would require that all such declarations be approved by the Unit’s Graduate Chair/Head/Designate before submission to FGS. It is imperative that detailed, one-on-one discussions with graduate students be conducted if a student is considering either Option 1 or Option 2, as both may have unforeseen impacts on students’ programs.

It is important to note that:

1. FGS standards require graduate students to maintain a minimum degree grade point average (DGPA) of 3.0 with no letter grade below “C+” (unless otherwise specified by individual graduate programs supplemental regulations). Opting for a Pass/Fail option may adversely affect a student and their standing in the program.

Some guidelines:

• If the minimum grade requirement is achieved, retaining the letter grade is necessary for this course to apply towards program/degree requirements.
• For courses with letter grades of “C” or “D”: Opting for a “Pass” would still mean that the course does not meet minimum FGS standards and therefore, the course would not apply towards program/degree requirements.
• A “Passed” course cannot be repeated to achieve the minimum grade and program requirements; only a “Failed” course can be repeated/substituted.

2. Passed courses may not fulfill letter grade pre- or co-requisite requirements for other courses, preventing students from taking courses that are required by the program of study or otherwise desirable for students in the timely completion of their educational goals.

3. Passed courses may be excluded from consideration for admission to another program within the University or by other Universities.

4. For programs that are professionally accredited, the granting of passing grades to students that would not normally pass under the standard grading scheme may risk the continued accreditation of the program by professional oversight bodies. Such action may also adversely affect the student’s ability to obtain professional licensure in the future.

Clearly, these are serious issues that may impact both students and programs in unforeseen ways. While it remains the prerogative of the student to opt for the grading schemes passed by Senate Executive, graduate students are at particular risk of adverse impacts should such options be exercised.

A series of FAQs is being developed and will be disseminated as soon as possible

Message to current and prospective graduate students from Louise Simard, Acting Dean

The Faculty of Graduate Studies continues to serve your needs. Here is what is new in the current distancing reality caused by the COVID-19 crisis.

COVID-19 UM Student Emergency Fund

The University of Manitoba and the Faculty of Graduate Studies have established a relief fund to provide financial support in the form of a bursary for Master’s and Ph.D. students facing financial hardship due to the COVID-19 pandemic. Information and application forms can be found here.

Grades for Fall 2019-Winter 2020 and Winter 2020 courses

On April 1, 2020 Senate Executive approved a new “Pass/Fail Grading Choice”. Options are:

• Standard: Accept the Letter grade received
• Option 1: Accept the Letter grade received but exclude it from UM GPA calculations
• Option 2: Choose to have performance categorized as “Pass” or “Fail”

Students are required to declare their grading choice on or before May 10, 2020 to the Registrar’s Office. Once final grades are available on Aurora, you will be able to make this choice. The process to do so is still being determined, but will be communicated as soon as possible.

Please note that students are obliged to meet all existing admission, prerequisite, progression, degree and graduation policies and requirements that apply to them. Students are strongly encouraged to seek advice before choosing either Option 1 or Option 2.

F Grades

On April 1, 2020, Senate Executive approved that any failing grade received by a student for Winter Term 2020 will automatically be excluded from all UM GPA calculations. Such grades will be notated on the transcript as having been excluded form UM GPA calculations. 

Incoming International Graduate Students

Incoming graduate students who obtained a study permit prior to March 18, 2020 are potentially eligible to enter Canada; however, the COVID-19 pandemic has resulted in the closure of all University of Manitoba buildings.  Given the challenges associated with travel and the obligatory 14-day isolation required upon arrival, the Faculty of Graduate Studies advises that all incoming International graduate students remain in their home country for the summer term (May to August, inclusive). The Faculty of Graduate Studies will contact Heads/Graduate Chairs/Advisors on a case-by-case basis to establish a plan for all International Graduate Students whose arrival at the University of Manitoba is pending. Additional information will be provided. Please check this page for updates.

Oral Examinations (thesis proposal, candidacy, thesis defence, comprehensive)

Departments/Units may continue to schedule oral examinations to be conducted electronically using a number of different platforms. Please refer to the document entitled “Faculty of Graduate Studies Guide for Virtual Oral Examinations” for procedures that will facilitate the experience.

Registration

Registration for GRAD-prefixed courses (e.g., GRAD 7020, GRAD 8020 etc.) will open April 20, 2020.

Student Services

If International students have any concerns, we encourage you to contact an Advisor at the International Centre to discuss some important considerations. You can reach an Advisor at the International Centre by sending an e-mail, with your full name and student number, to international@umanitoba.ca.

Time in Program Extension

On March 25, 2020, Senate Executive approved a 4-month extension to the maximum time allowed for the completion of degree requirements for all graduate students. All students registered in the 2019/20 academic year are eligible for this one-term extension.  The Faculty of Graduate Studies is currently extending the program end dates for all students whose program expires May 2020 and who did not complete program requirements to October 2020.  Extensions for students with end dates beyond May 2020 will be processed at the time that the end is reached.

Go to the http://umanitoba.ca/coronavirus webpage for the most current University of Manitoba directives.

The Faculty of Graduate Studies has established a Relief Fund to provide financial support in the form of a bursary for Master’s and Ph.D. students facing financial hardship due to the COVID-19 pandemic. If approved, full-time students will receive $1,000.00 and part-time students will receive $500.00.

To be eligible for the COVID-19 UM Student Emergency Funding a graduate student must:

• Be currently registered as a full-time or a part-time student in a Master’s or Ph.D. program at the time of application
• Have no holds on their Aurora Student account, or owe tuition fees for the Fall 2019 or Winter 2020 terms
• Demonstrate financial need on the COVID-19 UM Student Emergency Application Form for living expenses related to a shortfall in funds that has occurred as a direct result of the COVID-19 pandemic
• Have the ability to receive the funding as an e-transfer to their personal Canadian bank account

The fund will be available until it is depleted.

Due to overwhelming response to the fund the application has now been closed. We will reopen the Graduate COVID-19 fund if additional funding becomes available at a later date

If you have been given permission to attend a course on a Letter of Permission (including Western Dean's Agreement and Canadian University Graduate Transfer Agreement), for Summer 2020 and you are no longer able to take the course due to the COVID-19 pandemic, please contact our office at graduate.admissions@umanitoba.ca asking to be removed from the course. Our office will make the necessary changes on our end.

There will be no further Letters of Permission granted for Summer 2020 term. We will review requests for Fall 2020 once we have more information on the COVID-19 situation

For Fall 2020 applicants: In the event that you are not able to obtain an official transcript at this time, the Faculty of Graduate Studies has granted an extension of one term to provide our office with official documents. Any transcripts or degree certificates requested in your Fall 2020 admission letter are now due by December 15, 2020. Note that all official documents must be received by our office in order for you to register for the Winter 2021 term.

At this time, we are still processing applications for Summer Term. However, we recognize that this new schedule and method of delivery may no longer work for your schedule or situation. Should you want to move your application to the Fall term, please contact your Department. As most UM staff are working from home, email is the best method of contact at this time.

Message from Louise Simard, Acting Dean

FGS staff are working from home and will continue to conduct business as best as possible under these circumstances. Because of this new distance-working mode, some areas may experience delays. We ask for your patience but be assured that your requests will be addressed based on priorities and time-sensitivity.

Oral Examinations scheduled prior to March 31, 2020 – updated information

• Until further notice, all examinations scheduled prior to March 31, 2020 (Thesis Proposal, Candidacy, Thesis Defence) must be held and attended virtually and must be closed.
• Until further notice, FGS approvals for video/telephone presence is not required for all examinations scheduled prior to March 31, 2020. FGS is available to facilitate upcoming Ph.D. Thesis examinations where possible.
• For Ph.D. thesis defences, it is the responsibility of the Advisor/Unit to ensure that audiovisual equipment runs smoothly throughout the examination. Any challenges encountered should be documented on the Final Report Form regarding the outcome of the examination. Please indicate if the examination was not able to proceed and requires rescheduling.
• Chair packages are being sent electronically. Please note that they will not include programs; if students wish to request programs as keepsakes, they may do so by emailing Kasey Morgan at Kasey.Morgan@umanitoba.ca. Programs will be made available once access to campus is restored.
• The Final Report Form should be signed electronically (see how to sign a PDF) and submitted electronically to FGS.
• International students: If you are concerned with potential delays in completing your program due to the above adjustments, we encourage you to contact an Advisor at the International Centre (IC) to discuss some important considerations. You can reach an Advisor at the IC by sending an e-mail, with your full name and student number, to international@umanitoba.ca.

Oral Examinations scheduled beyond March 31, 2020 - updated information

• FGS will work with units regarding any oral Ph.D. thesis examinations scheduled after March 31, 2020. Students fulfilling their program requirements will be eligible to graduate at the next graduation date.
• International students: If you are concerned with potential delays in completing your program due to the above adjustments, we encourage you to contact an Advisor at the International Centre (IC) to discuss some important considerations. You can reach an Advisor at the IC by sending an e-mail, with your full name and student number, to international@umanitoba.ca.

Spring Convocation 2020

Spring convocation 2020 has been cancelled; however, students fulfilling their program requirements by March 31, 2020 will be eligible to graduate in June 2020. The University is working on alternate plans for a celebration at the appropriate time in the future.

Registration

The Registrar’s Office has indicated that registration for GRAD 6000, GRAD 7020, GRAD 7022, and GRAD 8020 will be open in April. Check http://umanitoba.ca/coronavirus and http://umanitoba.ca/registrar for the most up-to-date information.

Progress Report Form – updated information

FGS requires that each graduate student complete the “Progress Report Form” normally due June 1. This review provides an excellent opportunity to document achievements, develop a plan to address deficiencies, and establish expectations/goals for the coming year. As in-person contact and on-site presence has virtually ceased, this will also provide an opportunity to discuss expectations while working from home.

While we encourage submission of the Progress Report Form for June 1, we are extending this deadline to July 1 in light of the Covid-19 crisis and the extra stresses imposed on Faculty and students at this time. The Advisory Committee meeting is to be virtual using available resources (WebEx, BlueJeans, Zoom, telephone, etc.). Electronic signatures of PDFs of the report are acceptable. Once signed by the Graduate Chair/Unit Head, please forward the forms to FGS. Progress Report Forms will be processed as they are received in the office; receiving them in bulk may require more time to complete processing.

Any exceptional requests can be addressed to the Dean/Associate Dean.

Awards – new information

• The deadlines for all current internal University of Manitoba awards competitions have been pushed back to May 1, 2020; deadlines for newly advertised internal awards will be set for June 2020 and beyond where possible.
• We continue to accept GETS applications and UMGF recommendations; however, there will be some delay in processing. We are working as efficiently as possible.
• The Tri-Agencies have indicated that the CGS-M results will not be available on April 1st, 2020 as planned; more information will be coming when available. The FGS awards office will accommodate extensions regarding responses so that students awaiting their CGS-M application results can make informed decisions about potential offers of admission.

Admissions to Graduate Studies – updated information

English Proficiency Testing: University Senate has approved as of March 18, 2020 to temporarily allow the use of the Duolingo English Test for the Fall 2020 and Winter 2021 intakes, with a minimum acceptable test score of 115.

Admission application deadlines: The Faculty of Graduate Studies will consider accommodating Department/Unit level decisions that might impact admission timelines.

Admission Deferrals: The Faculty of Graduate Studies will accommodate admission deferrals while registration is suspended or in the event that travel is prohibited, or quarantine/self-isolation is required. 

In closing, the extent of the threat of Covid-19 transmission in Manitoba and Canada is evolving rapidly.We are attempting to adapt our decisions as new information comes in. Please visit http://umanitoba.ca/coronavirus for access to past and current communications.