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SGPS Membership

In accordance with The School of Graduate and Postdoctoral Studies’ Composition and Rules of Procedure, only members of the School of Graduate and Postdoctoral Studies (SGPS) may be involved in graduate student education, supervision and formal teaching. Meeting minimum requirements does not guarantee that membership will be granted. The Graduate Chair for each program nominates individuals for Membership in SGPS. The categories of SGPS membership are Teaching/Advisory, Associate, Master’s and Doctoral.

Important to know

Membership Duration and Renewal

The duration of SGPS membership varies by membership category. Members should be aware of the term limits, renewal requirements, and conditions that apply to their appointment.

  • Master's and Doctoral memberships are permanent in the home department. Master’s or Doctoral memberships held outside of the home department are not permanent and may be subject to audit and inactivation at each Institutional Quality Assurance Process review or at other timelines specified by the program. Consideration will be given to the potential for conflict of interest or bias in situations that may arise in the context of membership.
  • Teaching/Advisory Membership (TAM) is temporary up to a maximum of three years, renewable. 
  • Associate Membership is temporary, up to a maximum of five years, renewable.

 

Membership Levels

Criteria for, and privileges associated with each category are listed below.

Criteria and Qualifications

  • Nomination by a Western graduate program offering a Quality Assurance Council approved graduate degree
  • PhD degree or qualification appropriate to the discipline
  • Appropriate expertise and experience commensurate with program activities and responsibilities
  • Elders, Indigenous knowledge keepers and practicing professionals are eligible for SGPS Membership

Privileges May Include

  • Teach graduate courses
  • Serve as member of thesis supervisory committee
  • Participate as thesis examiner
  • Chair master's thesis examinations
  • May be involved in graduate student education (i.e., student advisor, teaching, non-thesis research paper reader) except sole thesis supervision.  

Responsibilities

  • A commitment to adhere to Senate Graduate Academic Policies and SGPS Regulations
  • A commitment and willingness to support graduate student learning with professionalism and integrity

Criteria and Qualifications

  • Faculty appointment including adjunct, at Western or an Affiliate University College
  • Nomination by a Western or Affiliate University College graduate program offering a Quality Assurance Council approved graduate degree
  • Ph.D. degree or qualification appropriate to the discipline
  • Appropriate expertise & experience commensurate with program activities and responsibilities

Privileges

  • Supervise thesis (with another Supervisor holding appropriate membership (Master’s or Doctoral) in the student’s program)
  • Teach graduate courses
  • Serve as member of thesis supervisory committee
  • Participate as thesis examiner
  • Chair Master's thesis examinations
  • May be involved in graduate student education (i.e., student advisor, teaching, non-thesis research paper reader) except sole thesis supervision

Responsibilities

  • A commitment to adhere to Senate Graduate Academic Policies and SGPS Regulations
  • A commitment and willingness to support graduate student learning with professionalism and integrity

Criteria and Qualifications

  • Nomination by a Western graduate program offering a Quality Assurance Council approved graduate degree with a Master's thesis
    • An established program of research or performance and, where appropriate, research funds from an external source
  • A record of successful participation in graduate education
  • A Full-time Academic Appointment at Western as Assistant Professor or higher, OR a current Full-time Academic Appointment with a Western Affiliated University College as Assistant Professor of higher with a Western Adjunct Academic Appointment.
  • Nomination by a Western graduate program offering a Quality Assurance Council approved graduate degree
  • Ph.D. degree or equivalent qualification appropriate to the discipline
  • Appropriate scholarly and/or professional record commensurate with program activities and responsibilities

Privileges

  • Supervise Master's theses
  • Supervise Doctoral Theses (with another Supervisor holding Doctoral membership in student’s program)
  • Chair Doctoral/Master's Thesis Examinations
  • May be given access to Graduate Application System
  • Teach graduate courses
  • Serve as member of thesis supervisory committee
  • Participate as thesis examiner
  • Other facets of graduate student education (i.e., student advisor, non-thesis research paper reader)

Responsibilities

  • A commitment to adhere to Senate Graduate Academic Policies and SGPS Regulations
  • A commitment and willingness to support graduate student learning with professionalism and integrity
  • Expected to serve as Chair of Thesis Examination Board at least once a year or as requested by Graduate Program or SGPS

Criteria and Qualifications

  • A Full-time Academic Appointment at Western as Assistant Professor or higher, OR a current Full-time Academic Appointment with a Western Affiliated University College as Assistant Professor of higher with a Western Adjunct Academic Appointment.
  • Nomination by a Western graduate program offering a Quality Assurance Council approved graduate degree
  • Ph.D. degree or equivalent qualification appropriate to the discipline
  • Appropriate scholarly and/or professional record commensurate with program activities and responsibilities
  • Nomination by a Western graduate program offering a Quality Assurance Council approved graduate degree with a Doctoral thesis
  • Satisfactory supervision of at least one Master's candidate.

Privileges

  • Supervise Doctoral/Master's theses
  • Chair Doctoral/Master's Thesis Examinations
  • May be given access to Graduate Application System
  • Teach graduate courses
  • Serve as member of thesis supervisory committee
  • Participate as thesis examiner
  • Other facets of graduate student education (i.e., student advisor, non-thesis research paper reader)

Responsibilities

  • A commitment to adhere to Senate Graduate Academic Policies and SGPS Regulations
  • A commitment and willingness to support graduate student learning with professionalism and integrity
  • Expected to serve as Chair of Thesis Examination Board at least once a year or as requested by Graduate Program or SGPS
Important to know

SGPS Membership Nominations

The School of Graduate and Postdoctoral Studies (SGPS) membership nomination process ensures nominees meet the criteria for their requested membership category and supervisory privileges.

Note: The nomination submission is handled securely within GradNet by a Graduate Administrator. Nominees and nominators cannot submit directly through GradNet; please follow the instructions below.

Nomination Process

  1. Review Criteria and Determine Necessary Membership Level
    • Consult the SGPS Membership Criteria and Privileges below to confirm eligibility and required membership level.
  2. Graduate Administrator Accesses Membership Approval Request System in GradNet
    • Administrator downloads the nomination form from GradNet, collects necessary details from nominee
    • Administrator submits nomination to Membership Approval System in GradNet with nominee details and CV
  3. The nomination is reviewed and approved in sequence by:
    • the Graduate Chair or equivalent
    • Associate Dean (Graduate)
    • Associate Vice-Provost (SGPS)

  4. Upon approval by the Associate Vice-Provost (SGPS), the SGPS Membership record in MyHR is updated and an official confirmation is issued to both the Graduate Administrator and the nominee.

 

Summary of Privileges by Membership Level

Teaching/Advisory Associate Master's Doctoral
Supervise Doctoral Students No Yes* Yes** Yes
Supervise Master's Students No Yes* Yes Yes
Chair Doctoral Thesis Exam No No Yes Yes
Chair Master's Thesis Exam Yes Yes Yes Yes
Participate as Thesis Examiner Yes Yes Yes Yes
Participate as Supervisory Committee Member Yes Yes Yes Yes
Teach Graduate Course Yes Yes Yes Yes

*Only alongside another Supervisor holding the appropriate Master’s/Doctoral Membership 
**Only alongside another Supervisor holding the appropriate Doctoral Membership

Summary of Criteria and Qualifications Required by Membership Level

Teaching/Advisory Associate Master's Doctoral
PhD or Equivalent Yes Yes Yes Yes
Faculty Appointment No Yes Yes Yes
Satisfactory Supervision Record No No No Yes
Nomination by Program Yes Yes Yes Yes

References