Biology Graduate Student Checklist
Congratulations and welcome to the Biology department at SFU! Your biology
graduate caucus has put together this checklist, hoping you will use it to make
your graduate studies an efficient, successful and memorable experience. The
BISC grad caucus is an elected body of graduate students representing the interests
of fellow grad students in our department. This list represents some of the
most common recurring graduate student issues, and is broken down into four
sections, providing you with both short-term and long-term guidance on how to
plan your time here at SFU.
Thanks for taking the time to read over this extensive checklist. Keep it
handy so that each semester you can refer back to it and go over it with your
supervisor. Remember it is OK (and very common) to revise your goals and deadlines.
Don’t be ashamed of not accomplishing a goal that may have been a bit
unrealistic. The important thing is to evaluate why you missed a deadline and
how you are going to achieve it the next time around. In addition, communication
with your supervisor will ensure that they are aware of your goals and recognize
your ability to manage your time effectively (which is part of what you need
to master as a grad student).
1/ New Graduate Student
- Biology department website: here you will find information on scholarships,
TA’ships, awards, courses, grad regulations etc. There are also many
useful links to research, social and grad-related sites:
- Biology caucus website: info on the activities of the grad caucus and how
you can get involved
- Graduate studies website: information on awards and regulations
- Get an computing (email etc.) account from Academic Computing Services:
The SFU Library just happens to have an FAQ on the subject. You can also go directly to Academic Computing Services and follow their instructions
(click on the link to "activate your ID").
- Email lists are how information is disseminated in the department. Once
you have a computing account make sure Marlene Nguyen, the graduate program assistant knows your email address and
she will subscribe you to the bisc-grads mail list. People on these lists automatically have access to the computers in B8220.
Inquire if your lab also has a maillist that you should be on.
- Make sure you get a set of lab keys which your professor has to order for
you via Brian Medford, departmental and library copy cards from the departmental
secretary, get a student card and U-Pass (Registrar’s office & U-Pass
office) pay your tuition fees, and inquire about free library tours, counselling,
health services etc.
2/ Every Semester
- Plan a meeting with your supervisor early in the term, bring this checklist
and ensure the following details are addressed:
- Review your progress and research goals from the past semester, identifying
and discussing both your accomplishments and shortfalls.
- Identify realistic research goals for the semester that include: field
work, lab experiments, data analysis, manuscript/thesis chapter draft
writing.
- Discuss plans to publish research results including co-authorship.
- Discuss what courses you need to take in the upcoming semester.
- Confirm financial support for the current semester and discuss plans
for financial support for the upcoming term.
- Discuss plans for professional development (e.g. conferences, learning
new techniques, writing etc) and allot sufficient and realistic time in
your semester plan. Not all supervisors pay for conference attendance.
Discuss your situation and check-out additional sources of funding: BISC
caucus travel lottery, graduates studies, NSERC travel funding, conference
website.
- What is the best way to contact your supervisor this semester, by appointment
or drop-in?
- Plan time for family, recreation, vacations etc. Being a grad student is
a demanding job, but somebody has got to do it. It is not expected to be your
life. As a grad student you do get time off and balance is a key component
to enjoying your life and being an efficient grad student!! In addition, if
you have any other major time commitments that will affect the amount of time
you can dedicate to your graduate work it is important to be open with your
supervisor about these (e.g. part-time job, childcare)
- Discuss your schedule with your supervisor, including how many hours
a week you plan on working and what days/time your supervisor can expect
to see you in the lab
- Identify the scholarships and awards for which you are eligible and that
have deadlines during this term. It is your responsibility to ensure that
your application is complete and submitted on time.
- It is up to you to register via internet each semester in addition to setting
up payment of your tuition either as a lump sum or via payroll deduction.
You can pay your tuition either online at goSFU (go.sfu.ca), via on-line banking
or at the Registrar’s office via cash, cheque or Interac (credit card
is not allowed).
3/ Annually
- Supervisory committee
- You must assemble an advisory committee by the end of your first year.
Both MSc and PhD committees require a minimum of 2 members (2 biology
faculty or 1 biology and 1 SFU faculty); discuss the suitability of candidates
with your supervisor.
- You must hold an annual meeting with your committee to discuss progress
and future plans. Be sure to take notes during this discussion to complete
your annual progress report.
- Discuss and create a written statement of short term and long term goals
including a timeline for achieving them and include this with your annual
report.
- Discuss plans to meet yearly funding requirements.
- If you and your committee have discussed your switching from the MSc
to the PhD program, please check out the caucus website under DGSC to
see what qualifications must be met.
- Annual Progress Report
- The biology graduate studies secretary will provide you with an annual
progress report form. You must complete this and have your entire committee
comment and sign before returning it.
- If you have any problems with your progress or need to discuss any issues
in confidentially you can go to the department website and download an additional
comments section form to add to your progress report. This page is strictly
confidential, is removed from the rest of your report by the departmental
graduate studies chair (DGSC chair, who reads your annual report) and therefore
will not be placed in your file for others to view.
- Information on the DGSC, the DGSC student representatives, and how the
DGSC is available to assist graduate students is available on the caucus website.
4/ Finishing up
- The library thesis assistant is fond of saying, “No one gets out
without going through her.” To prevent making the common, frustrating
and expensive, yet easily avoidable mistakes when preparing your thesis attend
one of the many thesis workshops delivered each semester.
- Be aware of the following timelines:
- Once a “final” draft of your thesis is written you have
to obtain the signatures from all members of your examining committee
on an “approval of examining committee”, before you can set
a defense date.
- MSc students can set their defense date no earlier than 6 weeks following
the hand-in of the “approval to defend form”. The examining
committee consists of the supervisory committee, a Public Examiner and
a Chair.
- PhD students can set their defense date no earlier than 8 weeks following
the hand-in of the “approval to defend form”. The examining
committee consists of the supervisory committee, an External Examiner,
a Public Examiner and a Chair.
- For more information about who qualifies for the role of an examiner
and chair please speak with the graduate secretary or go to the graduate
studies website.
- Ensure that you allow sufficient time for corrections and printing following
your defense to meet the library submission deadline.
Good luck with your graduate studies and remember the key to a successful graduate
experience is balance and hard work (not to mention following everything on
this list)!!