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COVID-19 FAQs for Grad Students
As we work to keep our communities safe and healthy, we're also here to keep you informed as things change, sometimes quite rapidly.
We are working remotely and will address your inquiries through our ticketing system, Monday – Friday, 9:00 am – 4:30 pm. Responses take approximately 3 business days.
See information regarding:
Where should I look and who should I connect with if I have questions?
Information will come to you from multiple sources at SFU. In addition to the links (above), please pay particular attention to the following:
- SFU COVID-19 FAQs: This is the most comprehensive and up-to-date source of information from SFU. https://www.sfu.ca/sfunews/alerts/sfu-community-frequently-asked-questions-about-coronavirus.html
- SFU CARES (COVID Assistance & Remote Engagement Support): If you need to self-isolate (whether travelling to BC, are in a shared environment, or another situation and need to self-isolate), the Support Team will help provide you with a safe environment, meet necessary self-isolation guidelines, and feel part of our community. Email them directly: email@example.com to discuss your options.
- Your graduate program assistant: your graduate program staff are also working remotely. We are continuing to work with them to address your inquiries. Please continue to be in contact with them via the appropriate means.
- Your supervisor: It is important that you remain in contact with your supervisor. Develop communication and research plans for you both while you work remotely.
- International students: international student advisors are available to provide the most up-to-date guidance and resources to assist you. Please connect with them, here: https://www.sfu.ca/students/isap/contact.html
Additional information can be found here: http://www.sfu.ca/students/support/us-and-international-students.html
Immigration and medical insurance: https://www.sfu.ca/students/isap/international-faq-covid19.html
- Additional SFU Services (SFU Library, ORS, GSS, TSSU, etc.): they are also working remotely and will continue to provide relevant updates as required. Each of these services has information about how to connect with them on their websites.
- SFU Research Ethics Board provides weekly virtual information sessions on amending your research in light of COVID-19.
They also have information for gathering research data through Zoom.
- Learn about SFU's COVID-impact scale and what that means for you.
A reminder: If you're visiting campus, please practice physical distancing and additional measures to protect yourself and others from COVID-19.
Can I book the Thesis Defence Room for my thesis defence?
If you wish to use the Thesis Defence Room (room 2020 in the Bennett Library, Burnaby Campus) you should first complete the COVID19 Safety Awareness Module in Canvas and then contact your program’s Graduate Program Assistant. First priority for access to the Thesis Defence Room is for students defending their thesis over students using the room to practice for their thesis.
Access to the Thesis Defence Room is subject to the University COVID19 scale.
How should I prepare for an online defence?
Find guidelines and processes in the Virtual thesis defences document.
I need a refund from my student account and I currently reside outside of Canada and don’t have a Canadian bank account. Can I request a wire transfer?
SFU has partnered with Flywire to issue refunds for scholarships and overpayments to international students’ home country. This refund method is only intended as a temporary measure for international students studying outside of Canada without a Canadian bank account. Once you arrive in Canada and create a Canadian bank account, you must enroll in direct deposit to receive future refunds.
After an award has been paid into your account, you may request a wire transfer by completing this web form. Once submitted, Student Accounts will email you for your international banking information before processing the wire transfer, which will arrive in approximately 2-4 weeks.
Your CAD refund will be converted to the currency of your country’s bank account, based on real-time currency exchange rates.
Flywire charges between $1.25 and $25 CAD for international wire transfers.
What if I have a Canadian bank account? Can I still use a wire transfer?
Wire transfers are reserved for students studying outside of Canada and generally would not be issued for students who have a Canadian bank account. However, requests for exceptional circumstances may be directed to student accounts (firstname.lastname@example.org).
I currently reside in a Canadian sanctioned country. Can I receive a wire transfer
No, as per policy GP45, we are unable to send funds to Canadian sanctioned countries.
Will MSFSS deferrals extend past December 2020?
Yes, MSFSS recipients will be allowed to defer their travel to next year should pandemic travel restrictions persist. Requests will not be processed more than 6 weeks in advance.
I'm having difficulties paying for my Spring 2021 tuition. What options are available to me?
What kind of financial assistance am I eligible for?
Visit SFU CARES Program website and reach out to the Support Team to discuss your situation.
Need to connect with a Financial Aid and Awards Advisor?
If you can't find an answer to your question through our website, please connect with a member of our financial aid and awards advising staff. We are available by phone 778-782-6930 or via email at email@example.com.
Phone contact hours are currently available as follows: Monday – Friday – 9:30 am – 3:30 pm
*subject to change without notice
How can I receive award payments and refunds?
Award payments and refunds (via direct deposit and cheques) will continue in accordance with the graduate awards payment schedule. The vast majority of you are enrolled in Direct Deposit, but for the few who are receiving physical cheques, the method to pick-up in person from the registrar's office has changed.
New incoming international students who are currently residing outside Canada and don’t have a Canadian bank account and SIN #, scholarship funds will be disbursed to their students’ account to pay off any tuition and fees. If there are any remaining funds, the funds will be sent as cheque (in CAD dollars), or the balance will remain on the students' SFU account (in the case of students residing in Canadian-sanctioned countries). Please ensure students to have their mailing address in goSFU account up to date.
What are some suggestions for graduate students Working from Home (WfH)?
The challenge of working from home (WfH) will be different for everyone, as our home spaces, and our responsibilities within them, vary greatly. What will be shared experience is the change in of the physical resources you may be used to working with – and this ranges from books and manuscripts to specific laboratory tools and materials. However, we encourage you to work closely with your supervisor and your colleagues to define a way of working from home that suits you and your inclinations and which brings out the best in your research, even in this difficult context. Identify and reflect upon the issues that you may be having and set out to rectify, lessen, or deflect them before they stall you. You will have to no doubt innovate in accessing research materials. While our libraries have not physically opened yet, online resources have expanded and include the university libraries, public think tank publications, industry sponsored research sites, the websites of public art galleries and museums, etc., and many publishers and organizations have recently opened greater access to their online books, journals, and archives. Challenge yourself to develop new research skills even as you work in this limiting context.
We also urge you to pay attention to your own health and well-being –working from home can tend to collapse life and work, and work can take over in a way that can be physically or mentally unhealthy. Make sure you have an ergonomic workplace and that you take frequent breaks to give yourself time away from a screen. You are a graduate student, so take time to look off in the distance – good for the eyes – and ponder. And make sure you take walks or exercise if you are able, or meditate, or stream ambient music, or Erik Satie’s Vexations, a one-minute song played 840 times (as a colleague has done during research time). The point is, find a way to find productive and enjoyable forms of work and living. If you do feel that you would benefit from speaking to someone about the myriad pressures of grad life at this moment in the world, you can reach out to MySSP – an online service brought to you by SFU and our student societies – which gives you 24-hour access to counselling (and in 30 languages).
- Communication is a key factor in starting and, unfortunately, stopping progress.
- In this time where face to face communication will be extremely limited, learn to use other forms of communication to to ensure there is no mis-communication.
- And as always, put all decisions in a follow-up email and have the other people affected acknowledge the accuracy of the memo.
- Recognize that your preferred and learned style of communication may not work well with physical distancing. Accept that and develop new styles of communication may be needed in your communication repertoire.
- Be open and transparent with your supervisor. Communicate regularly and more often than you may have done when the campus was open.
- Listen, listen, listen. But more specifically, listen well. What you heard may not be correct. Document, and then authenticate what you heard.
- Adopt professionally accepted styles of communication throughout all of your academic related interactions; it can be easy to fall into more casual forms of communication.
- Unrecognized cultural norms do affect communication, or more specifically, mis-communication. Understand diversity in culture, and that a cultures norm for communication may not translate to another culture.
- There are resources for equity, diversity, and inclusion (EDI) available, as a starting point, at SFU VP Academic. See for example, Nature, 558, 19-20, 2018.
- Complete an academic progress report with your supervisor. If you have courses yet to take, peruse SFU and other University offerings in Western Canada. Use the Western Deans Agreement to enroll after consulting with your supervisor and Graduate Program Chairperson to get approval in writing to use toward your degree requirements.
- Are major program milestones (e.g., candidacy examination, comprehensive examination, research proposal, thesis defence, general progress report, etc.) coming up in the near future? Discuss this with your supervisor, and develop a plan for you to progress to and successfully through this milestone.
- Each milestone can be perceived as a daunting, new task. Learn how to compartmentalize a large task into smaller, manageable parts. Progress on small components can be rewarding as it is more easily observable and documentable. Similarly, learn how to synthesize the parts into a comprehensive report.
- Consider developing, or joining, a peer-mentoring group with your colleagues in your program or in another on-line forum of researchers.
- Schedule and have frequent, open, dialogue with your supervisor. Explore strategies for you to make progress as you WfH.
- If any aspect of your research changes, consult with your supervisor and then seek approval from the appropriate review board (e.g., ethics, biosafety).
- Discuss with your supervisor a transition plan for when your research is again performed on campus. Put that plan in writing and provide it to your supervisor.
- Discuss and plan with your supervisor a new academic timeline for you to complete program requirements in the event your research has been slowed down to the point where your degree completion date may have changed.
- Discuss with your supervisor the possibility for an alternate plan for a section or portion of your thesis that will allow you to complete in a timely way.
- Many things in our society considered norm only months ago are now not, and these stressors are affecting us as individuals. Review your goals often, and reflect on how external factors are affecting you and your goals. Talk openly and often with your trusted friends and family members.
- Call MySSP or reach out to SFU Health and Counselling if you are feeling overwhelmed, the events in our communities are unprecedented across several generations (SARS CoV2).
- Set realistic limits.
- Expect up and downs.
- Stay focused on goals. Learn when you are most productive, and learn to concentrate well on the more mentally demanding tasks during those periods. Learn when you are less productive, and use those times for other aspects needed to realize your overall goals.
- Time management strategies. Many tips and hints are readily available through business-oriented publications online; some of these may work for you, some may not.
- Manage your productivity to enable you to take time to meet with your friends.
- If your academic unit is not conducting scheduled virtual meet times on a regular basis to allow social connection, ask for this to be initiated.
- Understand the ergonomics of your WfH workstation and get yourself properly set-up. A small pain now means there is a problem, so don’t let it develop. Your muscles and mind need variety. Take time from your WfH station to exercise, stretch, and don’t forget your eye muscles!
- Get creative with your social network, but stay within Dr. Bonnie Henry’s Provincial Healthcare Guidelines.
- New skills, and new tools may be needed in your duties as an online tutorial assistant/laboratory demonstrator. Learn these skills that are being recommended to you. Communicate with the TSSU if you recognize aspects of your assignment that could be optimized with other tools.
- New information regarding terms of study visas, funding opportunities, etc. are disseminated through Graduate & Postdoctoral Studies communications and International Student Services.
What technical support is available for me?
I'm feeling anxious/isolated/lonely right now. Where can I go to get help with my mental health and/or well-being?
Your health and well-being is important to us. In addition to the services offered through SFU’s Health & Counselling Services and MySSP, our office has collected and collated some resources to ensure that you are taking the time and space for self-care where ever you may find yourself at this time.
Additionally, the following are also available for you
- Bouncing Forward for Graduate Students
- Student Services student support and resources
- GPS Community Hub
I don't think I'm being treated fairly. Who can I contact for support?
If you're not able to get support through the channels mentioned above, you can connect with the SFU Ombudsperson. They are an independent, impartial and confidential resource for students. They provide information and assistance on issues relating to students' rights and responsibilities, and University regulations, policies and procedures. Please contact them at firstname.lastname@example.org and 778-782-4563.
I'd like some suggestions with how to transition to an online learning environment or help my undergrad students do so. What resources are available?
Where can I learn more about being a graduate student at SFU?
Take a look around our Getting Started section of the website which includes information about getting connected with SFU systems, getting connected with other SFU students, and partaking in Orientation activities (including GPS's orientation, your department/programs, and more!)
You can also learn more about additional resources and support in our Community Guide.
What are my options for submitting my final transcripts?
Due to the COVID-19 pandemic, we made adjustments for students who have been admitted for Fall 2020 and Spring 2021. Transcripts can be received digitally if sent from a secured service or directly from the institution. Please have them sent to email@example.com
Students who were admitted Fall 2020 have until October 2020 to have them submitted.
Am I able to travel internationally for university-related work?
The safety of our students is a key priority for SFU, particularly as we navigate the global impacts of COVID-19.
Consistent with good practices in community safety, and like other Canadian universities, SFU has developed an interim university-related international travel policy to better support and protect students who travel on behalf of the University. Due to global travel restrictions, SFU insurance providers currently will not cover any claim or expenses related to COVID for any traveller.
In order to support the safety of the SFU community, an interim university-related international travel policy has been established. The interim policy requires all students to register university-related international travel prior to departure with the SFU travel registry. Registering travel allows SFU to protect students in the event of an emergency, such as a natural disaster, civil or political unrest or a health emergency. In addition, students are required to have pre-approval for their travel. All are asked to ensure their travel is in keeping with federal travel restrictions and guidelines.
How can I order from the Bookstore?
And course materials for the fall term are available at SFU Bookstore online. All campus bookstore locations will remain closed for the term to comply with institutional COVID-19 safety measures.
What services is SFU offering in person?
In collaboration with the federal, provincial, and SFU guidelines, SFU is working in accordance with a COVID-19 impact scale, determining recovery planning and implementation.
I have to come up to campus. What are the protocols for being on campus?
Starting November 20, everyone who visits our campuses must wear a non-medical mask in all indoor public areas. Public areas include building entryways and atriums, hallways, stairwells, washrooms, and study areas.
Even with limited numbers of people on campus, common areas can be congested, making it difficult to consistently maintain a safe physical distance. Non-medical masks are proven to protect others from the spread of the virus, so we ask everyone to do their part to protect each other. For those who are not able to wear a mask for medical or other reasons, please be especially careful to maintain a safe distance.
SFU branded washable cloth masks will also be available soon – stay tuned for more information. In the meantime, please take a moment to learn how to safely and effectively wear a mask.
COVID-19 prevention reminders
While safety plans are being developed with specific measures for activities in labs, offices and classrooms, the following reminders continue to be core to everyone’s health and safety:
- Do not come to campus if you have any symptoms of illness
- Wash your hands frequently
- Avoid touching your face
- Maintain a safe physical distance of six feet (two metres) from others at all times
- Wear a mask when it is not possible to maintain a safe physical distance
I have to come up to campus. What is the cost for parking?
For the Spring 2021 Term (January 2021 - April 2021) COVID parking accommodations will remain in effect the same as they were in the Fall 2020 Term.
Parking for students, faculty, and staff is complimentary HOWEVER your vehicle MUST be on file with our department. Please follow the instructions listed on SFU Parking Services. Full pay parking is in effect for visitors.
I'm not coming to Canada for spring 2021. How do I opt-out of firstname.lastname@example.org?
If you are outside of Canada and will not be coming to Canada for the spring 2021 term, you can opt-out now by completing a declaration and submitting it before January 30, 2021. Learn more ➝
I'm not coming to Canada for fall 2020 or spring 2021. What are my options for the GSS Benefit Plan?
You may be eligible to opt out of the GSS extended health plan. Please check the studentcare website if you qualify.
I am a graduate student (Canadian/International) who will be arriving in Canada and I’ve been required to take a COVID-19 test prior to boarding my flight and have also been asked to self-isolate. What does this mean?
Effective January 7, all air passengers aged five and older must present proof of a negative COVID-19 test result to the airline before boarding a flight to Canada from another country. This does not replace the mandatory 14-day quarantine requirement, which remains in effect.
For details, see the Government of Canada announcement.
All travelers arriving in Canada are required by law to self-isolate (quarantine) for 14 days. Please see this self-isolation guide to learn more about how to self-isolate and what contactless options for getting food (necessities) are available.
Please visit SFU CARES Program for additional information and assistance.
I am an international graduate student and have questions regarding my immigration status (e.g, effect of taking distance learning courses online on my post-graduation work permit and/or can I start my program online from my home country). Who should I contact?
Newly admitted international graduate students who have concerns about their immigration status (study permit, post-graduate work permit, visa) should contact an International Student Advisor, Immigration Specialist at International Services for Students. As every international student's situation is unique, Immigration Specialist with proper knowledge and training will provide more credible answers based on your program and individual circumstances. For more information, please visit COVID-19 FAQ for International Students.
I have plans to attend SFU as a Visiting Research Student for summer 2021. How is COVID-19 affecting these plans?
Summer 2021 admissions for graduate visiting research students are now open under certain conditions. Please note that this only applies to graduate students (not undergraduate students). If you were planning on applying to become a VRS, please review the VRS application process. If you have any questions, please contact your Graduate Program Assistant for additional information.