Graduate Studies Handbook

Table of Contents

Student Support Resources

Academic Culture & Opportunities for Involvement

One of the unique aspects of studying in the School of Kinesiology and Health Studies is the tremendously multi-disciplinary nature of our environment. Research in the School spans a broad range from the humanities to theoretical and applied social science to basic and applied physical sciences. What links us together is an interest in movement, exercise and sport and the way that these have been related to health in both historical and contemporary contexts. To bring cohesion to such a diverse range of interests, it is important that we all make a strong effort to learn about the different types of work pursued by our colleagues. Members of the School try to facilitate this learning in both formal and informal ways.

SKHS Seminar Series

This forum brings all SKHS graduate students and faculty members together on a regular basis to enjoy presentations related to research activities ongoing in the School.  Attendance at these seminars is considered a mandatory, non-credit, part of your education. At the seminar you will hear presentations by visiting scholars, by our own faculty, faculty from other departments at Queen’s, and by grad students in our own program. The purpose of the presentations is not just to increase your exposure to different types of research but also to help you develop your skills as an academic. Use the seminars as an opportunity to develop questioning skills and to engage in public discussion.  Click here for details regarding the SKHS Seminar Series

SKHS Research Colloquium

This one-day annual conference provides students with an opportunity to make formal conference presentations in a comfortable environment. For many students Research Colloquium is a chance for them to make their first formal conference presentation. It provides an excellent opportunity to see the different types of work that are undertaken in our School and also to hear a presentation by an invited speaker. The conference is normally held at the end of the winter term.

As in any academic department, graduate students are integral to the running of the School.

SKHS Subcommittees:
  1. Academic Council (1 master’s and 1 doctoral student) (which sets general policy for the School’s graduate and undergraduate programs)
  2. Graduate Subcommittee (1 master’s and 1 doctoral student)
  3. Faculty hiring committees (1 graduate student in the discipline area)
  4. Other ad hoc committees as appropriate.
Society for Graduate and Professional Students (SGPS)

In addition, graduate students select an SKHS representative to the Society for Graduate and Professional Students (SGPS) which is the main body responsible for graduate student affairs at Queen’s. This body appoints graduate student members to larger University committees. It also provides services, advice and advocacy for graduate students.

Graduate students select their various subcommittee representatives through an election process during an SKHS Graduate Student Council meeting early each September. The list of these representatives is given to the SKHS Administrative Assistant to be recorded on the SKHS Committee Representatives list for that academic session.

The Student Advisor program is a free and confidential service that provides advice, strategies for self-advocacy and referrals to Graduate and Professional students at Queen’s. Our office works to help students navigate many different issues, including student-supervisor relationships, academic policies and procedures, funding and finances, academic appeals, how to deal with issues of discrimination or harassment and any other personal or academic issue. 

To contact the SGPS Student Advisor Program, email advisors@sgps.ca, and also check out the website at: https://sgps.ca/paa/

SKHS Student Graduate Council

CLICK HERE for SKHS Graduate Student Council website

International Student Information

International students at Queen’s University are provided with support through the Queen’s International Centre QUIC.

The International Centre provides a variety of services to help international students get settled in Kingston including helping you with documentation ie VISA etc to permit studies in Canada, house hunting, assisting with settling your children into appropriate schools, tuition costs, expectations of living costs while in Canada, and many other important resources. 

Follow this link to learn more:  Queen’s International Centre (QUIC)

The School of Graduate Studies also provides an abundance of information to international students about arriving at Queen’s and preparing for graduate studies.  Click here for SGS International Student Information

Student Wellness Services

Student Wellness Services (SWS) supports the personal, academic, and social health development of students at Queen’s University by providing a range of programs and services

Queen’s University’s services and programs to prevent and respond to sexual violence and response can be accessed HERE

Harassement Protocols and Policies

Approved guidelines for graduate students seeking to address incidents of non-Code harassment in the academic context are available below.

Harassment Protocol

Response Protocol

Non-Code Harassment in Academic Context

Department Contacts

Grad Specific

  • Graduate Program inquiries for current and prospective students (Kinesiology and Health Studies MA, MSc, PhD)
  • Scheduling meetings with the SKHS Director

Contact information

Email:  skhs.grad@queensu.ca

Telephone:  613-533-6000 x 75214

Office:  KINE 206H

  • Graduate Coordinator 

Contact Information

Email:  luc.martin@queensu.ca

Telephone: 613-533-6000 x79140

Office: KINE 302C

  • Director of the SKHS

Contact Information

Email:  skhs.director@queensu.ca

Telephone:  613-533-6601

Email:  pykek@queensu.ca

Telephone:  613-533-6000 x79631

Office: KHS 206J

Department Contacts

  • SKHS Casual staff payroll, GRA and GRF contracts
  • Accounts Payable and Accounts Receivable
  • SKHS Unit Research Ethics Board (REB)

Contact Information

Email:  birchalj@queensu.ca

Telephone: 613-533-6000 x 78584

Office:  KINE 206

  • General inquiries about the Kinesiology and Health Studies undergraduate programs

Contact Information

Email:  stenzlt@queensu.ca

Telephone:  613-533-6000 x 75228

Facsimile:  613-533-2009

Office:  KINE 206

  • Transfer credit assessments for HLTH/KNPE courses taken at other institutions (within Canada and international)
  • Appeals for exceptions to program/plan requirements in Kinesiology and Health Studies programs.

Contact Information

Email:  skhs.ugchair@queensu.ca

Telephone:  613-533-6000 x 74685

Office:  KINE 206C

SKHS Graduate Seminar Series

Background 

The Queen’s University School of Kinesiology and Health Studies (SKHS) values the interplay between disciplinary and professional areas within our program. The SKHS Graduate Seminar Series is a primary forum to promote this value among our Graduate Students and Faculty Members.  As such, the specific objectives of the SKHS Graduate Seminar Series are to:

  • foster critical academic discussion between students and faculty members from all disciplines within our School;
  • expand knowledge about topics from the broad field of Kinesiology and Health Studies; and
  • develop graduate students’ communication skills by providing opportunity for them to present and to ask questions during seminars,

When

The SKHS Graduate Seminar Series will be held  remotely in Fall 2020 and Winter 2021 via Zoom on selected Wednesdays from 1:00 pm – 2:30 PM EST (dates are listed in the agenda below).

The 2020-21 SKHS Seminar Series Agenda

Attendance Requirement

SKHS graduate student attendance is mandatory for all first and second year master’s students and all first through fourth year doctoral students.  Students in their third and fifth years are welcome to attend on a voluntary basis   Students must attend a minimum of 80% of the total number of seminars offered in during an academic session. 

Students may submit exemptions to attendance with supervisory approval using the  SKHS Graduate Seminar Series Exemption Form which must be submitted to the SKHS Graduate Assistant the Monday prior to the seminar. 

All visitors are welcome to attend the SKHS Graduate Seminar Series.

Click here for SKHS Graduate Seminar Series Terms of Reference

Program Completion Process

Graduate Supervision

Students make contact with a potential supervisor during the application process.  If that supervisor is interested and able to supervise that potential student, an offer letter is sent to the potential student.  If that potential student accepts that offer, the Supervisor listed in that offer becomes that student’s graduate supervisor. 

Your Supervisor is your first point of contact for academic matters. The Supervisor’s main responsibility is to guide the research and writing of your thesis. Your Supervisor will also oversee your choice of courses and will measure and report on your progress through your program.

While your Supervisor will help you fulfill the various requirements of your degree, it is your responsibility to meet all deadlines and to initiate procedures (i.e. your thesis proposal, human ethics documentation, graduate progress reports,) as necessary.

From your Supervisor you should expect feedback on your work within a reasonable time frame, consistent guidance with your research, clear financial arrangements for any research assistantships, and clearly defined expectations in terms of grad students’ roles in your lab or research area. Different Supervisors make different arrangements with students in terms of accessibility, but all students should have regular access to their Supervisors to discuss their general progress and, especially, to keep on top of their thesis work.

Should you have any concerns about the supervisory relationship, discuss them with your Supervisor immediately. If the Supervisor is unable to resolve your concerns, please contact the SKHS Graduate Coordinator. In rare instances, a student or faculty member may suggest a change of Supervisors. It is the student’s responsibility to inform the SKHS Graduate Coordinator of their wish to make such a change. The Graduate Coordinator will then take up the matter with the Graduate Subcommittee. After consulting with the newly proposed Supervisor, the Graduate Subcommittee shall make a recommendation on the matter to the Director of the School who has final authority over the decision.

SGS Guidelines for the Student/Supervisor Advisory Relationship

Graduate Student/Supervisor Meetings – Ad Hoc

Graduate students may request a meeting with their supervisor at any time for any purpose.  The supervisor may also request a meeting with the graduate student.  These meetings may be recorded using the SKHS Graduate Student/Supervisor Meeting Form.  The SKHS Graduate Student/Supervisor Meeting Form is intended to ensure that both parties understand any expectations discussed during their meeting and to clarify any key dates identified.

Students will still complete the regular Progress Report Form per the SKHS specified schedule.

The SKHS Graduate Student/Supervisor Meeting Form may not be used for the Thesis Proposal Meeting.  Please see the Advisory Committee/Thesis Proposal Meeting Form.

Orientation Week

Orientation Week takes place during the first week following the Labour Day holiday each year. 

During Orientation Week you will be introduced to the Graduate Coordinator, Graduate Assistant, meet with your Supervisor to plan your program of studies, register for your courses, receive your workspace, attend workshops related to research and teaching and, most importantly, meet your new colleagues.

SKHS continuing graduate students also host a number of SKHS-specific social events.  You may choose which of the various social events you wish to attend.

The SKHS Graduate Assistant will forward you a copy of the SKHS Orientation Agenda and Social Activities Agenda via email during the month of August.

Timeline to Completion

The Master’s program in the School generally requires 2 years (6 terms) of full-time study to complete.   Funding packages are available to students during this time through a combination of the potential funding sources listed below:

Funding Sources
  • external funding awards like TriCouncil CGSM Master’s Funding Awards (CIHR/NSERC/SSHRC)
  • Ontario Graduate Scholarships (OGS)
  • other internal funding awards
  • Queen’s Graduate Award allocation
  • Teaching Assistantships are available during the first 2 years of study, and may be available beyond two years in order to  meet undergraduate teaching requirements
  • Research Assistantships (RAs) are also offered by faculty members depending on their own research program requirements.  Check with your supervisor to determine if they have an RA opportunity for you.
  • Master’s students do not typically serve as Teaching Fellows

Below is the typical time line for degrees in the School:

Term 1: Coursework

Term 2: Coursework

Term 3: Write proposal; proposal meeting and oral defense with Thesis Advisory Committee; Thesis research

Term 4: Thesis research and writing

Term 5 and 6: Complete thesis and thesis oral defense

At the end of each of the Fall and Winter Terms you and your Supervisor will be asked to report on your progress to date using the SKHS Master’s Student Progress Report Form.

A record of your progress is kept in your SKHS graduate student file. Regulations concerning the time limits established by SGS for completing degrees, and the special circumstances in which these time limits may be altered, are set out in the SGS Calendar.

MA Roadmap

MSc Roadmap

Full Time Study

All graduate students begin their study in an on-campus, full-time capacity. The School does not offer any part-time programs. Master’s students typically study for two years in an on-campus, full-time capacity.  It is possible to switch to part-time status in the 3rd year of study.

Change of Status to Part-Time Study

Students may request a change of status to part-time study to commence during their third year of study if they have been unable to complete their studies during the customary two-year period.   There are criteria that must be met to be granted this status. You must make application 30 days in advance of the requested change i.e. apply in August to begin part-time in September.As a part-time student your tuition fees will be reduced to half. As an off-campus student you will no longer be required to pay for a variety of other on-campus status fees.

How to Apply for Part-Time Status for 3rd Year
  • Prepare a Plan of Study with hard dates, including a proposed oral defense date, in consultation with your supervisor.  This document may be in the form of an email.
  • Obtain signed permission from your supervisor on the Plan of Study.
  • Prepare the Part Time On or Off Campus Form, sign it and have your supervisor sign it.
  • Arrange to visit with the SKHS Graduate Assistant (skhs.grad@queensu.ca /  x 75214) to prepare and sign the Academic Change Form, obtain the SKHS Director’s approval, and submit the package to SGS for consideration.

You will receive notification from SGS via email in approximately 15 days from the date of submission.

Degree Requirements- Masters

The Master’s program in the School generally requires 2 years (6 terms) of full-time study to complete. Funding packages are available to students during this time through a combination of the potential funding sources listed below:

Funding Sources
  • external funding awards like TriCouncil CGSM Master’s Funding Awards (CIHR/NSERC/SSHRC)
  • Ontario Graduate Scholarships (OGS)
  • other internal funding awards
  • Queen’s Graduate Award allocation
  • Teaching Assistantships are available during the first 2 years of study, and may be available beyond two years in order to  meet undergraduate teaching requirements
  • Research Assistantships (RAs) are also offered by faculty members depending on their own research program requirements.  Check with your supervisor to determine if they have an RA opportunity for you.
  • Master’s students do not typically serve as Teaching Fellows

Below is the typical time line for degrees in the School:

Term 1: Coursework

Term 2: Coursework

Term 3: Write proposal; proposal meeting and oral defense with Thesis Advisory Committee; Thesis research

Term 4: Thesis research and writing

Term 5 and 6: Complete thesis and thesis oral defense

At the end of each of the Fall and Winter Terms you and your Supervisor will be asked to report on your progress to date using the SKHS Master’s Student Progress Report Form.

A record of your progress is kept in your SKHS graduate student file. Regulations concerning the time limits established by SGS for completing degrees, and the special circumstances in which these time limits may be altered, are set out in the SGS Calendar.

Full Time Study

All graduate students begin their study in an on-campus, full-time capacity. The School does not offer any part-time programs. Master’s students typically study for two years in an on-campus, full-time capacity.  It is possible to switch to part-time status in the 3rd year of study.

Change of Status to Part-Time Study

Students may request a change of status to part-time study to commence during their third year of study if they have been unable to complete their studies during the customary two-year period.   There are criteria that must be met to be granted this status. You must make application 30 days in advance of the requested change i.e. apply in August to begin part-time in September.As a part-time student your tuition fees will be reduced to half. As an off-campus student you will no longer be required to pay for a variety of other on-campus status fees.

How to Apply for Part-Time Status for 3rd Year
  • Prepare a Plan of Study with hard dates, including a proposed oral defense date, in consultation with your supervisor.  This document may be in the form of an email.
  • Obtain signed permission from your supervisor on the Plan of Study.
  • Prepare the Part Time On or Off Campus Form, sign it and have your supervisor sign it.
  • Arrange to visit with the SKHS Graduate Assistant (skhs.grad@queensu.ca /  x 75214) to prepare and sign the Academic Change Form, obtain the SKHS Director’s approval, and submit the package to SGS for consideration.

You will receive notification from SGS via email in approximately 15 days from the date of submission.

Degree Requirements- PhD

All doctoral students receive their degree in Kinesiology and Health Studies. 

You will plan your course of study in consultation with your Supervisor on the first day of Orientation Week in September of your first term. 

The program of study includes:

  • Online Tutorial Requirement in Health and Safety
  • Online Tutorial Requirements in Accessible Customer Service
  • Online Tutorial in Human Research Ethics (SGS 804 – CORE)
  • 2 graduate level courses – to be ADDED or DROPPED using an Academic Change Form
  • Thesis Proposal to be defended orally
  • comprehensive examination to be defended orally
  • Thesis to be defended orally (KHS 999)
  • Graduate Seminar Series attendance at 80% minimum
  • (Optional) Courses to be taken as audit with supervisor permission

Your program of study must conform to the rules and regulations of the SGS (which are available in the on-line Calendar). As you move through your program, your Advisory Committee may recommend additional course work to prepare you for your thesis research.

Courses to be Taken for Credit 

Courses that you are required to take as part of your approved course of study are those courses within the School of Kinesiology and Health Studies and courses in associated cognate departments.  Doctoral programs in the School require the equivalent of two one-term graduate level courses.  A minimum of 65%/B- is required in order to pass all graduate courses.

Course in Research Ethics

All graduate students are required to complete SGS 804 – Course in Research Ethics  (CORE) education course before beginning any research work involving human subjects.  The tutorial is available online at Course in Research Ethics (CORE)

Online Tutorial Requirements in Health and Safety

Where students have completed any of the below listed tutorial while a master’s student at Queen’s University, they will not be required to re-do this tutorial.

Health and Safety Awareness online tutorial 

All doctoral students must complete this tutorial during Orientation Week.

Online Tutorial Requirements in Accessibility:

Where students have completed any of the below listed tutorials while a master’s student at Queen’s University, they will not be required to re-do these tutorials.

HR 101 online tutorial

All doctoral students must complete this tutorial during Orientation Week.

Access Forward online tutorial 

All doctoral students must complete this tutorial during Orientation Week.

Accessible Customer Service online tutorial 

All doctoral students must complete this tutorial during Orientation Week.

Accessible Instruction for Educators online tutorial  –  required in order to serve as Teaching Assistant or Teaching Fellow – All doctoral students must complete this tutorial during Orientation Week or prior to performing any TA or TF responsibilities

Comprehensive Examination

All students must complete a comprehensive examination which contains both written and oral components.

Thesis Proposal

Students must develop, prepare in written form, and orally defend a thesis proposal.  Thesis Advisory Committee / Thesis Proposal Meeting Form

Thesis to be Defended Orally

A doctoral thesis (KHS 999), which must be defended orally.  Students will defend their thesis orally before a committee.  There are different oral formats for socio-cultural versus all other disciplines.  Your supervisor will provide you with details of the different structure as appropriate. Instructions on the structure of your final thesis

Graduate Seminar Series

All full-time doctoral students must attend at least 80% of the SKHS Graduate Seminar Series during their first through fourth years of full-time study.  Attendance beyond this time is voluntary. 

Courses to be Taken As Audit (not required for all students)

Some students may also (in consultation with their Supervisor) take courses on an AUDIT basis. The requirements for successful completion of audited courses shall be determined by the course instructor and the student.

Thesis Process

Thesis Advisory Committee Meeting

Purpose of Thesis Advisory Committee for Master’s and Doctoral Students

Thesis Advisory Committees for both master’s and doctoral students are formed as students are preparing their formal Thesis Proposal. The purpose of a Thesis Advisory Committee meeting is to provide a consultative process for the student and to ensure that:

  1. The quantity and quality of the proposal is appropriate in that it defines the scope of the thesis
  2. It demonstrates that the student is prepared to undertake the work.
  3. It functions as a contractual agreement between the student and the Supervisor/Thesis Proposal Advisory Committee to limit the thesis to the project identified.
  4. It is methodologically sound.
  5. The question proposed is logistically feasible.
  6. The project is achievable
Timeline

For master’s students your Thesis Advisory Committee should be established early in your third term of study before significant activity e.g. data analysis and/or data collection begins.

For doctoral students your Thesis Advisory Committee should be established early in your fourth term of study concurrently or shortly after you complete your comprehensive examination and before significant activity e.g. data analysis and/or data collection begins.

Deviations from this time line should be noted on your Progress Report.

Membership

For both master’s and doctoral students, the membership of your Thesis Advisory Committee will include a minimum of three members: the Supervisor and/or Co-Supervisor(s) and two other graduate faculty members (one of whom may be from another Queen’s department or other university). Community or other experts may be asked to participate when appropriate.

Process

Your Thesis Advisory Committee will meet with you to discuss and approve your Thesis Proposal.  Each member of the Committee must be provided with a copy of your Thesis Proposal document five working days in advance of the meeting date (hard copy or PDF version). You and your supervisor will work together to prepare the Advisory Committee/Thesis Proposal Meeting Form and bring it with you to the meeting. At this meeting, members will also assess your academic preparation to carry out the thesis research. The Thesis Advisory Committee may recommend that you strengthen your background in the research area, for instance, by taking additional courses; engaging in a program of reading; or taking some form of technical training. Your Supervisor will record the discussion and decisions made at the meeting on an Advisory Committee/Thesis Proposal Meeting Form.

Advisory Committee / Thesis Proposal Meeting Form (fillable)

  1. Should be signed by all Committee members and the Student
  2. Supervisor to provide original to the SKHS Graduate Assistant
  3. SKHS Graduate Assistant to file original in SKHS graduate student file
  4. SKHS Graduate Assistant to provide Student and Supervisor with a copy of the Form
  5. Student to forward PDF version of the approved thesis proposal to the SKHS Graduate Assistant via email to:  skhs.grad@queensu.ca
  6. SKHS Graduate Assistant to update student’s Progress Report to indicate “thesis proposal received”

An approved copy (hard copy or PDF) of the the thesis proposal must in the student’s graduate file before any preparation regarding the oral thesis defense may begin.

Thesis Proposal and Thesis Proposal Amendments

Thesis Proposal

Your Thesis Proposal should be approved by your Thesis Advisory Committee during your third term of study. The written proposal for an MA, MSc, or PhD thesis is usually between 10 and 20 pages (double spaced) and should include the following components:

  1. Rationale for the Study – A short statement to illustrate the importance of and reasons for doing such a study.
  2. Overview of the Literature – This should include a pointed review of the selected and most pertinent literature related to the study being proposed. This review should support the rationale for the study and definition of the research problem(s).
  3. Statement of the Problem – A concise statement that clearly outlines the specific problem to be studied and indicates the limits of the study.
  4. Methods – The proposal must indicate the variables to be studied, the particular device or techniques to be employed in such measurement, and a description of the material (e.g., participants of the study).
  5. Analysis – This will include a short outline of how the data will be collected and analyzed. An adequate discussion of the proposed treatment will convince the reader that a valid answer to the stated problem may be forthcoming.
  6. References – referencing formats vary – your supervisor will identify which reference method to be used in your thesis.

After you have submitted your Thesis Proposal to each member of your Thesis Advisory Committee (5 working days in advance of the meeting), a meeting will be held to discuss the written document and the proposed project. The results of the meeting will be recorded on the Thesis Advisory Committee Meeting / Thesis Proposal Admendment Form (FILLABLE)   Any required revisions to the Proposal will be noted on the Form which will be signed by each member of the Committee. The completed Form will be placed in your SKHS graduate student file along with the approved Thesis Proposal (as per required revisions).

Thesis Proposal Amendments Process and Form

Any significant changes to an approved proposal must be approved by the original Thesis Proposal Advisory Committee by having each committee member complete and sign the Thesis Advisory Committee Meeting / Thesis Proposal Amendment Form (FORM FILLABLE) (via email and electronic signatures acceptable) as soon as possible following submission by the candidate.  You will submit the final completed Thesis Advisory Committee / Thesis Proposal Amendment Form to the SKHS Graduate Assistant to retain on file with the original approved thesis proposal document.

In your final thesis you must include either:

a) 

  • your original Thesis Proposal Advisory Committee / Thesis Proposal Amendment Form
  • a statement that indicates there were no significant changes to your original thesis proposal

—  OR  —

b)

  • include all Thesis Advisory Committee / Thesis Proposal Amendment Forms as appendices in your thesis as per the SKHS thesis formatting guidelines.
  • a statement that indicating that all significant changes from the originally proposed work were approved by your Thesis Advisory Committee.
  • you may choose to include a description and discussion of changes from the original proposal in the general discussion chapter of your thesis in order to provide context for your thesis examining committee, who may not be members of your Thesis Advisory Committee.  This may be useful, for example, if changes were made due to unforeseen difficulties or circumstances (e.g. equipment failure, substantial difficulty in recruitment despite diligent efforts.

Comprehensive Examination (PhD ONLY)

Purpose of Thesis Advisory Committee for Master’s and Doctoral Students

Thesis Advisory Committees for both master’s and doctoral students are formed as students are preparing their formal Thesis Proposal. The purpose of a Thesis Advisory Committee meeting is to provide a consultative process for the student and to ensure that:

  1. The quantity and quality of the proposal is appropriate in that it defines the scope of the thesis
  2. It demonstrates that the student is prepared to undertake the work.
  3. It functions as a contractual agreement between the student and the Supervisor/Thesis Proposal Advisory Committee to limit the thesis to the project identified.
  4. It is methodologically sound.
  5. The question proposed is logistically feasible.
  6. The project is achievable
Timeline

For master’s students your Thesis Advisory Committee should be established early in your third term of study before significant activity e.g. data analysis and/or data collection begins.

For doctoral students your Thesis Advisory Committee should be established early in your fourth term of study concurrently or shortly after you complete your comprehensive examination and before significant activity e.g. data analysis and/or data collection begins.

Deviations from this time line should be noted on your Progress Report.

Membership

For both master’s and doctoral students, the membership of your Thesis Advisory Committee will include a minimum of three members: the Supervisor and/or Co-Supervisor(s) and two other graduate faculty members (one of whom may be from another Queen’s department or other university). Community or other experts may be asked to participate when appropriate.

Process

Your Thesis Advisory Committee will meet with you to discuss and approve your Thesis Proposal.  Each member of the Committee must be provided with a copy of your Thesis Proposal document five working days in advance of the meeting date (hard copy or PDF version). You and your supervisor will work together to prepare the Advisory Committee/Thesis Proposal Meeting Form and bring it with you to the meeting. At this meeting, members will also assess your academic preparation to carry out the thesis research. The Thesis Advisory Committee may recommend that you strengthen your background in the research area, for instance, by taking additional courses; engaging in a program of reading; or taking some form of technical training. Your Supervisor will record the discussion and decisions made at the meeting on an Advisory Committee/Thesis Proposal Meeting Form.

Advisory Committee / Thesis Proposal Meeting Form (fillable)

  1. Should be signed by all Committee members and the Student
  2. Supervisor to provide original to the SKHS Graduate Assistant
  3. SKHS Graduate Assistant to file original in SKHS graduate student file
  4. SKHS Graduate Assistant to provide Student and Supervisor with a copy of the Form
  5. Student to forward PDF version of the approved thesis proposal to the SKHS Graduate Assistant via email to:  skhs.grad@queensu.ca
  6. SKHS Graduate Assistant to update student’s Progress Report to indicate “thesis proposal received”

An approved copy (hard copy or PDF) of the the thesis proposal must in the student’s graduate file before any preparation regarding the oral thesis defense may begin.

Format of Thesis and Thesis Oral Defense Prep- Masters Students

Preparing For Your Oral Thesis Exam

The Graduate Subcommittee has reviewed the process for notification of oral thesis exams, and we have decided to make a slight revision to accommodate our growing numbers within SKHS and to align with requirements for SGS.

Effective January 1st, 2021, we will be requiring:

  1. Supervisors to send notice to the SKHS Graduate Assistant by sending a completed Oral Exam Form by email to skhs.grad@queensu.ca 15 working days prior to the scheduled date for Master’s and 30 working days prior to the scheduled exam date for PhD.  This allows for pre-exam formatting and Chair and Head’s Delegate selection, if required. Please note the onus is on the Supervisor to select the date and time of the exam with the committee BEFORE submitting the form to the Grad Office.
  2. If the Supervisor needs help finding a Chair or a Head’s Delegate, please note this in the email so that the Graduate Assistant can elicit support from faculty members.
  3. The Graduate Assistant will then forward the complete Oral exam form to the School of Graduate Studies along with an up to date transcript (indicating all courses have been completed) and a copy of the student’s Core Ethics Certificate.
  4. The Graduate Student should submit a PDF/Word copy of the thesis to the School of Graduate Studies by sending an email to  thesis@queensu.ca (please copy skhs.grad@queensu.ca) a minimum of 10 working days before the date of the scheduled exam.  The SKHS Graduate Assistant will forward a copy of the thesis to the Oral Exam Committee.

Note – during the COVID-19 pandemic, all Oral exams will be scheduled remotely. Any guests who wish to attend should be approved by the Supervisor. For more information about remote thesis exams please visit the SGS website: https://www.queensu.ca/sgs/current-students/degree-completion/remote-thesis-examinations

Corrections to Thesis Document

Students may not provide corrections to their thesis after it has been submitted to the examining committee in preparation for the oral defense.  If the edit is substantial, i.e. a page or more affecting the examiner’s ability to understand the document, it may be granted on a one-off basis.  Arrangements may be made via the SKHS Graduate Assistant.

Oral Exam Forms and Instructions -(MA/MSc) Supervisors, Examiners, and Chairs

An email is sent by the SKHS Thesis Coordinator to the Supervisor, Examiners, and Chair via email referring to the appropriate form below:

Examiners Regulations for Master’s Oral Examination

Chairs Checklist for Master’s Oral Examination

SKHS Head’s Delegate Role and Responsibilities

Definitions for Pass/Referred/Fail Outcome on a  Master’s Defense

SGS Regulations on Thesis Oral Defense Outcomes

A copy of these regulations is provided to the Chair as part of the oral defense package provided 3 days prior to the oral defense date.

Other Information and Instructions

Instructions and Procedures re Examiners Absence from Oral Defense

Oral Exam Forms and Instructions- (PhD) Students

Preparing For Your Thesis Oral Exam

The Graduate Subcommittee has reviewed the process for notification of oral thesis exams, and we have decided to make a slight revision to accommodate our growing numbers within SKHS and to align with requirements for SGS.

Effective January 1st, 2021, we will be requiring:

  1. Supervisors to send notice to the SKHS Graduate Assistant by sending a completed Oral Exam Form by email to skhs.grad@queensu.ca 15 working days prior to the scheduled date for Master’s and 30 working days prior to the scheduled exam date for PhD.  This allows for pre-exam formatting and Chair and Head’s Delegate selection, if required. Please note the onus is on the Supervisor to select the date and time of the exam with the committee BEFORE submitting the form to the Grad Office.
  2. If the Supervisor needs help finding a Chair or a Head’s Delegate, please note this in the email so that the Graduate Assistant can elicit support from faculty members.
  3. The Graduate Assistant will then forward the complete Oral exam form to the School of Graduate Studies along with an up to date transcript (indicating all courses have been completed) and a copy of the student’s Core Ethics Certificate.
  4. The Graduate Student should submit a PDF/Word copy of the thesis to the School of Graduate Studies by sending an email to  thesis@queensu.ca (please copy skhs.grad@queensu.ca) a minimum of 10 working days before the date of the scheduled exam.  The SKHS Graduate Assistant will forward a copy of the thesis to the Oral Exam Committee.

Note – during the COVID-19 pandemic, all Oral exams will be scheduled remotely. Any guests who wish to attend should be approved by the Supervisor. For more information about remote thesis exams please visit the SGS website: https://www.queensu.ca/sgs/current-students/degree-completion/remote-thesis-examinations

Corrections to Thesis Document

Students may not provide corrections to their thesis after it has been submitted to the examining committee in preparation for the oral defense.  If the edit is substantial, i.e. a page or more affecting the examiner’s ability to understand the document, it may be granted on a one-off basis.  Arrangements may be made via the SKHS Graduate Assistant.

Oral Exam Forms and Instructions -(PhD) Supervisors, Examiners, and Chairs

Instructions for Supervisors, Examiners, and Chairs on Master’s Oral Defenses

An email is sent by the SKHS Thesis Coordinator to the Supervisor, Examiners, and Chair via email referring to the appropriate form below:

Examiners Regulations for Master’s Oral Examination

Chairs Checklist for Master’s Oral Examination

SKHS Head’s Delegate Role and Responsibilities

Definitions for Pass/Referred/Fail Outcome on a  Master’s Defense

SGS Regulations on Thesis Oral Defense Outcomes

A copy of these regulations is provided to the Chair as part of the oral defense package provided 3 days prior to the oral defense date.

Other Information and Instructions

Instructions and Procedures re Examiners Absence from Oral Defense

Oral Defense Structure and Format

MSc / PhD Thesis Oral Defense Procedure – physical sciences (10-20 minute oral presentation required)

MA / PhD Thesis Oral Defense Procedure – socio-cultural studies (does not include the 10-20 minute oral presentation)

  1. After the Candidate, the Examiners and the Chair have all been introduced to each other, the Candidate is asked to leave the room.
  2. The Chair reads the reports on the thesis submitted by each Examiner, asks for any clarification, and discusses the procedures that will be followed during the exam.
  3. The Candidate is invited to return to the room and is asked to give a brief (10-20 minutes) presentation about their thesis.
  4. Questioning then begins. Each Examiner takes 15-20 minutes to ask their questions. The order of questioning for the master’s oral defense is: Internal-External examiner, Internal Examiner, Head or Delegate, Graduate Supervisor. The order of questioning for the doctoral oral defense is: External/External Examiner, Internal-External Examiner, Internal Examiner, Head or Delegate, Graduate Supervisor.
  5. There may be two or more rounds of questioning.
  6. When all questions are completed the Candidate will be asked to leave the room.
  7. The Chair will ask the Examiners to discuss the Candidate’s thesis and performance during the defense. Examiners will be asked to choose one of the three categories of results: passed, referred, failed.
  8. The Candidate will be asked to return to the room and will be told the result.
  9. The Candidate and the Chair will sign the necessary forms required by SGS.
  10. The Chair will return all documentation to the SKHS Thesis Coordinator.
  11. The SKHS Thesis Coordinator will submit all required documentation to SGS.
  12. The Graduate Supervisor will explain to the student any edits or revisions identified by the Examining Committee before the thesis may be approved for final upload to QSpace.
  13. Student to complete all required edits/revisions and submit to the Graduate Supervisor for final approval.
  14. Graduate Supervisor to provide final approval of thesis document via email notification to SGS.
  15. SGS to provide email to student indicating when they may load their final, approved thesis to QSpace.
  16. SGS to provide student details on how to apply for convocation.

Masters Pattern II Degree Program

Pattern II (Course-Based Master’s)

Degree Requirements

In exceptional circumstances and after consultation with the graduate coordinator some students may be permitted to complete a program of study based on course work and a major research paper (Program Pattern II*). The Graduate Coordinator and the student will collaborate to appoint a Project Advisory Committee consisting of two faculty members who will to oversee completion of KHS 898 (see below).  At least one of the two faculty members must have an appointment within the School.

*transferring from Pattern I (thesis based Master’s) to Pattern II also requires SGS approval.

The degree requirements for students in a Pattern II Master’s program are:

1. Completion of at least seven one-term graduate level courses of which at least three courses must be taken within the School, to be added or dropped using the Academic Change Form.  A grade of B- or better is required to pass each course.

2. Completion of a research project (KHS-898 – Individual Project)* on a specific problem in the field of study.  Candidates are expected to work in close contact with their project advisory committee.

3. Completion of the AODA accessibility online tutorial suite including:

HR 101 online tutorial

Access Forward online tutorial 

Accessible Customer Service online tutorial 

Accessible Instruction for Educators online tutorial – required in order to serve as a Teaching Assistant and/or Teaching Fellow – Pattern II master’s students are not required to serve as TAs but if they wish to do so must complete this tutorial during Orientation Week or prior to performing any TA or TF responsibilities

4. Completion of the Health and Safety Awareness online tutorial 

5. Completion of the online Course in Research Ethics  (CORE) education course before beginning any research work involving human subjects.  The tutorial is available online at Course in Research Ethics (CORE). 

Regular Progress Reports

Students must complete regular Progress Reports at the end of each of their terms of study during their studies using the SKHS Master’s Program Progress Report.  Progress Report Forms are provided directly to the student to make arrangements for updating with their supervisor.

Degree Awarded

Master’s degree (MA or MSc) in Kinesiology and Health Studies.

*KHS-898 Research Project Requirements

Project Proposal

The KHS 898 Research Project must include a project proposal, accompanied by the KHS 898 Project Proposal Form which must include:

  • the topic/question supported by a rationale;
  • the approach for completion;
  • the timeline and iv) the deliverables of the project that will be graded (e.g. research paper, presentation, etc.). 

This proposal must be approved by the Project Advisory Committee, ideally during the third term of study.  A copy of the approved project proposal and a signed Project Proposal Form must be submitted to the SKHS Graduate Assistant.

Submission of Approved Project

The project will not be subject to an oral defense, but will graded by the Project Advisory Committee as agreed upon in the approved project proposal. 

Grading of Approved Project

A grade of 65% / B- or better (averaged across the 2 evaluations from the project advisory committee members) is required to pass.

Completion of the SGS Master’s Program Completion Form – Pattern II and III

The SKHS Graduate Assistant to prepare the Completion Form; include required attachments; obtain relevant signatures from the Project Advisory Committee,  and the SKHS Director; and submit to SGS for final processing.

Funding

Scholarship Awards and Funding

How Do I Pay for Graduate School ?
What Funding Award Opportunities Should I Apply To ?

The School offers competitive funding packages for all graduate students including Teaching Assistantships, Research Assistantships via supervisors, Queen’s graduate allocation, and internal funding awards through a competitive process.  External funding opportunities are also available through external funding agencies like Tri-Council (CIHR/NSERC/SSHRC) CGSM Master’s and Doctoral Awards.  All students are expected to submit applications for external funding each year they are funding eligible.

Funding Eligibility – Lifetime Restrictions

You must not exceed the lifetime maximum of six (6) years of government-funded student awards.  Details about this eligibility requirement may be found in the SKHS OGS Application Instructions available below.

Funding Eligibility – Grades

The minimum eligibility average for applicants for OGS and Tri-Council Funding Awards is the equivalent of one of either:   A-  /  80%  /  3.7 GPA grade average in your most recent twenty 3.0 GPA/0.5 credit courses.

The calculation varies by award type and will be calculated in one of four ways:

  • all grades from the most recent 2 years of study combined
  • average for each of the most recent two years calculated separately
  • average of 20 of the most recent grades noted on your transcript
  • average of graduate level courses (for continuing doctoral students only)

If you are unsure of your overall average, and you are a current Queen’s student, send an email to the SKHS Graduate Assistant at:  skhs.grad@queensu.ca  and request that your current average be calculated for funding application purposes – please include your Queen’s ID #. 

If you are a student external to Queen’s, you may either request that your own university run your grade average for you, or send an unofficial transcript to the SKHS Graduate Assistant via email at:  skhs.grad@queensu.ca  for calculation to verify your eligibility.

1.   OGS 2021 – SKHS Submission Deadline:   01 March 2021 by 11:59 pm

All eligible graduate students are highly recommended to apply for Ontario Graduate Scholarships (OGS).  Application to OGS ensures your eligibility for other internal fellowship award opportunities offered by the School. 

Deadline:  Applications are due 01 March each year.

Process:  Apply through the online OGS application site.

Funding Award Eligibility:  A- or 80% minimum overall average on the most recent twenty 3.0 GPA/0.5 credit courses completed.

Value:  $15K

CLICK here for OGS funding application instructions
2.1   CGSM Master’s Funding Award Information (CIHR/NSERC/SSHRC Master’s) (Tri-Council Funding)

All eligible graduate students are highly recommended to apply for TriCouncil CGSM Master’s Funding Awards.  Application to the TriCouncil ensures your eligibility for other internal fellowship award opportunities – including OGS – offered by the School. 

Deadline:  Applications are due 01 December 2020.

Process:  Apply via ResearchNet

Funding Award Eligibility:  A- or 80% minimum overall average on the most recent twenty 3.0 GPA/0.5 credit courses completed.

Click here for CIHR / NSERC / SSHRC Tri-Council CGSM Master’s Funding Award Information

2.2   Tri-Council Doctoral Funding Award Information – CIHR/NSERC/SSHRC

All eligible graduate students are highly recommended to apply for TriCouncil CIHR/NSERC Doctoral Funding Awards.  Application to the TriCouncil ensures your eligibility for other internal fellowship award opportunities – including OGS – offered by the School.   Check with your supervisor to determine whether you are a CIHR,  NSERC or SSHRC applicant based on your discipline area.

Deadline:  Applications are due 15 October 2020

Process:  Apply via ResearchNet

  • Canadian Institutes of Health Research (CIHR) – Value ~$17,500 – $21,000 – $35,000
  • National Sciences and Engineering Research Council of Canada (NSERC) – Value ~$17,300 – $22,000 – $35,000
Click here for Tri-Council CIHR / NSERC  Doctoral Funding Award Information
3.  SPECIAL FEATURE at SKHS/QUEEN’S UNIVERSITY – Tri-Council Top-Up Funding Awards

All incoming master’s and incoming doctoral students who receive a Tri-Council Funding Award (CIHR/NSERC/SSHRC) in their first year of graduate studies, will ALSO AUTOMATICALLY RECEIVE a Queen’s Tri-Council Top-Up Funding Award – AUTOMATICALLY – in addition to your original CIHR/NSERC/SSHRC Tri-Council Funding Award 

  • Queen’s University Master’s Tri-Council Top-Up Funding Award – Value $5,000 in Year 1 in addition to your original Tri-Council Funding Award
  • Queen’s University Doctoral Tri-Council Top-Up Funding Award – Value $10,000 in Year 1 in addition to your original Tri-Council Funding Award
Click here for CIHR / NSERC / SSHRC Funding Award Information (Tri-Council Funding)
4.   Queen’s University Doctoral Student Funding Minimum

The Queen’s University School of Graduate Studies mandates that all doctoral students in their first through four years of full-time study must be funded to a minimum of $18K per year.  Funding includes a combination of external funding awards, internal funding awards, Queen’s Graduate Award allocation, teaching assistantships, research assistantships, teaching fellowships, funding support from other external agencies, and funding support for international students from their government agencies.  SKHS graduate supervisors frequently provide research assistantships to enhance the $18K minimum funding requirement – speak to your potential supervisor about research assistantship opportunities.

5.    Funding Opportunities – Other Major Awards
Click here for Funding Opportunities – Other Major Awards
6.   Queen’s University – Internal Funding Opportunities
  • Internal Fellowship Awards – Value = $6K – $10K (average), some $15K, some $40K Awards also available.  All Queen’s University internal fellowships are made by nomination of students who have applied to and are eligible for the OGS funding award.  The SKHS Graduate Subcommittee identifies and nominates all eligible students – students do not have to make application for any internal funding award opportunities.
  • Queen’s Graduate Awards – Value = $7K (approximate).  All SKHS graduate students who do not secure an external or internal funding award are eligible for the Queen’s Graduate Award allocation funding.  The SKHS Graduate Subcommittee identifies all eligible students – students do not have to make application for QGA funding.
  • Queen’s Academic Excellence Awards – Value – $15K (incoming students only) – CLICK HERE for AE Awards application site
  • OGS (Ontario Graduate Scholarships) – see above
6.  Teaching Assistantships

All full-time students receive teaching assistantships – Value ~$7K.  All SKHS graduate students apply online for available TA opportunities.  The SKHS Graduate Assistant finalizes TA assignments and notifies students accordingly.

7.  Research Assistantships

Offered through individual supervisors at various rates depending on the nature of the duties.

8.    How to Ask for A Reference Letter             

All funding applications require strong academic reference letters

Here is a useful tool to ensure you obtain the best reference letters for your funding award application

9.    Tips document for referees writing reference letters for ALL funding award competitions is available here: 

Referees’ Tips To Writing Reference Letters.    This letter has useful information to guide students in preparing their referees to write strong letters.

Thesis Copyright re Funded Research

It is a common practice in the School for graduate students to complete research projects that are part of externally funded research programs that may span several years.

  • Students are expected to contribute in a reasonable manner to data collection and data analysis as part of their research training.
  • They are expected to write up the results of particular parts of such on-going studies as their thesis projects.

Students may or may not receive payment from the Supervisor’s research but is a common practice in the School for graduate students to complete research projects that are part of externally funded research programs that may span several years. Students are expected to contribute in a reasonable manner to data collection and data analysis as part of their research training. They are expected to write up the results of particular parts of such on-going studies as their thesis projects.

Copyright of the thesis write-up implies that the thesis, including data collected by other researchers, becomes the exclusive property of the student, but, while the thesis itself is written by the student, under the supervision of a faculty member, it may include data collected by other researchers funded by external granting agencies. If the project is not promptly submitted for publication, then valuable research funded by outside agencies will not appear in peer-reviewed scientific journals. This presents a significant problem since such publication is expected by granting agencies. Failure to publish experimental results will certainly result in reluctance of such granting agencies to fund future work.

The following are regulations governing copyright and publication of thesis projects conducted as part of larger externally funded research studies:

  1. The thesis write-up itself (i.e. the student’s scholarly contribution) is the property of the student and should not be published or utilized without his or her permission.
  2. Data from funded research projects, whether in analyzed or raw form, remains under the control of the principal investigator/graduate supervisor.
  3. A copy of the raw and/or individual data from funded research projects must be given to the supervisor by the student on completion of the work and prior to the thesis defense.
  4. If a student analyzes data from a funded research project as the basis for his or her thesis work, then the student has both the opportunity and obligation to submit this work for publication under the supervision of his or her graduate supervisor. If a reasonable first draft of the paper is completed by the student, then the student should be first author of the paper.
  5. If the student fails to write up and submit a draft of the thesis work for publication within a reasonable time frame (9 months), then the principal investigator/graduate supervisor is free to do so. In such cases, the student should receive appropriate authorship credit in direct relation to his or her contribution to authorship of the publication.
  6. Assignment of authorship on all research papers from the School should reflect the relative contributions of those involved in scholarly tasks including the study design, scientific analysis and interpretation of results, writing and editing of the manuscript. This does not include paid technical work related to data collection or statistical analysis of data. Also, students are expected to be involved in data collection procedures as part of their practical graduate training. When a legitimate training/internship component exists, the student will not necessarily receive payment or authorship credit for this type of work.
  7. In the event of disagreement between the student and the principal investigator/graduate supervisor on authorship issues, appeals should be first directed to the School’s Graduate Coordinator.

Teaching

PSAC 901 TA/TF Agreement

Teaching Assistants and Teaching Fellows are unionized employees with PSAC 901. 

Grading Policies, OnQ, and Scantron

Grading

Queen’s University uses the GPA grading system for grading purposes – Grading sheet  [PDF]

onQ

Teaching Fellows may use onQ for a variety of purposes including assignment uploads, exams, team tutorials, group seminars, etc. 

onQ instructions and applications

Scantron

Many multiple-choice assignments and exams are marked using scantron-like sheets.  Students complete the sheets and provide them to course instructors.  Most assignments may be scantron-marked in about one hour. 

Booking Scantron Sessions

Teaching Fellows may contact the SKHS UG Secretary

Responding to a Student in Distress

For at-a-glance instructions and tips on helping your students when they are in distress.  Refer to the SKHS Undergraduate Coordinator to ensure you are helping your students in the best way possible.

Sexual Violence Prevention and Response

Teaching Assistant Handbook

What is a Teaching Assistant?

Teaching Assistants (TAs) are SKHS graduate students (master’s and doctoral) who provide assistance to course instructors (faculty members, term adjuncts, teaching fellows) to assist with delivery of the School’s undergraduate programs in Kinesiology Health Studies.

TAs are responsible for a specified list of responsibilities which may include:

  • guest lecturing marking (in some cases using onQ and/or scantron marking methods)
  • leading seminars
  • leading tutorials
  • evaluation of students in community placements
  • meeting with students to assist them with their written assignments
  • responding to email questions from students

All possible TA duties are listed in the Teaching Agreement Form to be completed by each TA for each TA assignment. 

A sample TA Agreement Form is available here.  Your course instructor will meet with you to identify your specific duties for that course.

The SKHS Graduate Assistant, provides guidance regarding TA Agreement Form, TA Contract and related documentation preparation, and other related policies and procedures associated with setting up and accepting your TA contract(s) each academic session.

Available SKHS teaching assistantships are POSTED HERE each year

Students must apply for Teaching Assistantships using the SKHS online system by 15 July each year.

Accessibility Tutorial Requirements

All Queen’s University Teaching Assistants (TAs) are required to complete a series of online educational tutorials in order to serve as a TA at Queen’s University per the AODA (Accessibility for Ontarians with Disabilities Act (2005). 

SKHS TAs are required to complete the online tutorials before commencing their appointment as a TA.  Upon completion of each online tutorial, TAs must send their completion acknowledgement email to the SKHS Graduate Assistant at:  skhs.grad@queensu.ca.    If you completed any/all of these tutorials while a student/TA/TF at Queen’s University you do not have to do them again.

Equity/Accessibility Tutorials

List of Equity/Accessibility Tutorials:

1.  Accessible Customer Service

2.  Access Forward

3.  Human Rights 101

Health and Safety Tutorial Requirements

All SKHS Teaching Assistants are required to complete this government mandated, online Health and Safety Awareness educational tutorial.  This helpful session will make you aware of your own safety while serving as a TA and ensuring that you are also aware of your students’ safety while leading lectures, labs, seminars, and tutorials. Upon completion of the online tutorial, TAs must send their completion acknowledgement email to the SKHS Graduate Assistant at: skhs.grad@queensu.ca. If you completed this tutorial while a  student/TA/TF at Queen’s University you do not have to do it again.

Health and Safety Awareness Tutorial

Contract Offer

How to Accept a Contract Offer

TA Contract – Offer 

TA contracts are assigned to best suit the needs of the School’s undergraduate programs in Kinesiology, Physical Education, and Health Studies.  Every effort will be made to ensure that TAs will be offered TA contracts that best match up the specific course content requirements with the TAs only own academic and research backgrounds and interest wherever possible.  With the wide variety of course discipline areas offered by the School this is not always possible.  Offers are normally made by the Graduate Assistant via email to the potential TA.  Offers occur during July and August each year so TAs are reminded to check their email regularly to meet posted deadlines.

TA Contract – Acceptance

TAs may choose to decline a TA contract for any reason.  An alternate contract to substitute for a declined contract is not guaranteed but may be offered after all other TA contracts have been offered and accepted by all other TAs.  All TA contracts must be accepted by the posted deadline (normally in July or August each year) in order to be processed into Queen’s payroll on time for payment.

TA Contract – Review of Confirmed Tasks/Duties/Hours for Each Contract and Acceptance

  1. The SKHS Grad Assistant will forward TA contract offers via email to the TA.
  2. The TA will accept the TA contract offer, resave the document with the same name, and return it to the SKHS Grad Assistant.
  3. Each TA will meet with the Course Instructor of each course they have been assigned to complete the TA Agreement, before performing any TA responsibilities and no later than the dates posted in Item #2 below.  The course instructor will identify the various responsibilities and the number of hours associated with those responsibilities for each TA assignment on the TA Agreement.
  4. The TA and Course Instructor will each sign the TA Agreement.
  5. The Course Instructor will return all original, completed, signed TA Agreements to the SKHS Graduate Assistant by 19 Sep for the Fall Term and 15 Jan for the Winter Term.
  6. The SKHS Graduate Assistant will make a copy of each TA Contract for the Course Instructor, the TA, PSAC 901, and file the original in the Student’s SKHS student file.
  7. The SKHS Grad Assistant will prepare an online TA payment contract for each TA contract for Term. 
  8. The TA will accept each online TA contract to initiate regular monthly TA payments for each of their TA contracts for each Term of that academic session.

Contract Payment

TA Contract Payment

  1. The SKHS Grad Assistant will prepare an online TA payment contract for each TA contract for Term. 
  2. The TA will accept each online TA contract to initiate regular monthly TA payments for each of their TA contracts for each Term of that academic session.
  3. TA payments are made as direct deposits to the Student’s bank account on the last working day of each month from Sep to Dec (Fall Term) and Jan to Apr (Winter Term) each year in 1/4 the total TA contract amount for that Term.
  4. If for any reason you do not get paid on time in the right amount or have any other questions about your TA contract monthly payments contact the SKHS Graduate Assistant at: skhs.grad@queensu.ca / x75214 immediately to check/make corrections for that payment and ensure future payments are also correct.

TA Info Sessions

General SKHS TA Information Session to Prepare for your SKHS Teaching Assistantship

Each year during Graduate Orientation Week (first Tuesday through Friday of September) TAs receive helpful information hosted by the SKHS Graduate Coordinator, SKHS faculty members, and SKHS senior graduate students on the duties and responsibilities associated with being a TA.  These sessions are mandatory for SKHS TAs in order to serve as a TA on SKHS undergraduate courses.  TAs receive compensation at the PSAC 901 TA/TF Agreement hourly rate for attending these info sessions.

HLTH 101/KNPE 167 Specific TA Information Session

TAs serving on HLTH 101 and/or KNPE 167 will be required to attend an additional TA Info Session directly related to the responsibilities associated with these two courses.  TAs receive compensation at the PSAC 901 TA/TF Agreement hourly rate for attending these additional info sessions .

TAs may also choose to attend Teaching Development Day hosted by the Centre for Teaching and Learning This information opportunity provides additional insight into serving as a TA at Queen’s University.  These sessions may be attended voluntarily.

Teaching Assistants at Queen’s University are governed by the PSAC 901 TA/TF Agreement available here

Evaluation

Teaching Assistant Evaluation Process

Purpose:

The purpose of the Teaching Assistant (TA) Evaluation Form is:

  1. To provide Teaching Assistants (TAs) with anonymous student feedback.
  2. To allow TAs to use the TA Evaluation Form as part of their academic portfolio if desired.

Please note that the TA Evaluation process is NOT mandatory. 

Procedures to Prepare for Evaluation:
  1. The TA being evaluated must reach out to their course instructor to receive agreement that the evaluation can take place.
  2. The TA sends an email to skhs.grad@queensu.ca, copying their course Instructor (signifying Instructor approval) with the Response form attached which will highlight the additional questions they wish to be added to their evaluation survey. The Graduate Assistant will then create the personalized survey for each TA using Microsoft Forms.
  3. When the Evaluation Survey is ready in Microsoft Forms, the Graduate Assistant will send the link to both the TA and their course Instructor. The TA should discuss with the instructor how best to send the link out to the undergraduate students. The student responses will be anonymous.
  4. Shortly after the survey closes, the Graduate Assistant will provide the TA with their survey results as PDF documents via email.

NOTE: TA Evaluation material is CONFIDENTIAL and viewed only by the Graduate Assistant and TA being evaluated.

Being a TA in Other Queen's Units

Some TA opportunities exist in other Queen’s units. 

SKHS Grads may learn about and apply for those positions by:

  • visiting other Queen’s units’ website to view their available positions
  • visiting the PSAC 901 website – click on the Central TA/TF Job Postings link
If you secure a TA position in another Queen’s unit you are required to provide the SKHS Grad Assistant with a copy of your online TA contract (print this from the screen before you hit ACCEPT).  This information is added to your overall annual funding profile and retained in your SKHS Grad Student File.

Guest Lecture Opportunities

Teaching Assistants may wish to serve as Guest Lecturers for other SKHS courses.  TFs make direct contact with those course instructors to offer their services. 

Guest Lecturing may be included on your cv as a teaching experience. 

TAs may choose to have their Guest Lecture evaluated.  Contact the SKHS Graduate Assistant to enquire about Guest Lecture evaluation — OR — visit the SKHS TA Evaluation website to prepare your evaluation documentation which is available to Teaching Assistants and Teaching Fellows.

An SKHS TA Guest Lecturer is not paid for their service. 

Teaching Fellow Handbook

What is a Teaching Fellow

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Applying

Apply for each TF position separately.

Apply via email to: aam2@queensu.ca.  Your email (one 8-1/2″ x 11″ page or less) should include the following information:

1/ indicate whether you have served as a TF for this course in the past and when

2/ indicate whether you have served as a TA for this course in the past and when

3/ list what specific background, education or experiences you have that make you the best candidate for the position

4/ indicate whether you have completed the mandatory Education for Instructors online tutorial available via the Equity Office

Decision

Teaching Fellow decisions are made by the SKHS Admin Academic Subcommittee.  Decisions will be provided via email from the SKHS Admin Assist to the Teaching Fellow directly.  Those identified as to serve as Teaching Fellows will be asked to provide a current cv – please have these ready if you apply. 

Information Session to Prepare for Your Teaching Fellowship

The School will provide a Teaching Fellow Information Session for all new and returning TFs.  This one or two-day session will be led by staff from the Centre for Teaching and Learning, SKHS faculty members and returning Teaching Fellows.  TFs will be provided with logistics information including setting up Moodle, ordering textbooks, working with staff in the SKHS Admin Office, accepting your TF contract, salary payment processes, review relevant Queen’s policies, procedures, rules and regulations associated with being a Teaching Fellow at Queen’s University.

There will be time for TFs to ask questions. 

This session is offered each year during May or June.  Date, time and location will be posted here when available.

Payment

Upon acceptance of a Teaching Fellowship by the Teaching Fellow, the SKHS Admin Assistant will prepare relevant documentation for signature of acceptance by the Teaching Fellow.  Salary payments occur monthly on the last working day of the four months of that Term by direct deposit to the Teaching Fellow’s band account in 1/4 of the total contract value for that term.

TF Responding To A Student Who Is In Distress

For at-a-glance instructions and tips on helping your students when they are in distress.  Refer to the SKHS Undergraduate Coordinator to ensure you are helping your students in the best way possible.


All teaching fellowships are governed by the PSAC 901 TA TF Collective Agreement

Contact PSAC 901:  info@psac901.org

Accessibility Tutorial Requirements

All Queen’s University Teaching Fellows (TFs) are required to complete a series of online educational tutorials in order to serve as a TF at Queen’s University per the AODA (Accessibility for Ontarians with Disabilities Act (2005). 

SKHS TFs are required to complete the online tutorials before commencing their appointment as a TF.  Upon completion of each online tutorial, TFs must send their completion acknowledgement email to the SKHS Graduate Assistant at:  skhs.grad@queensu.ca.    If you completed any/all of these tutorials while a student/TA/TF at Queen’s University you do not have to do them again.

Equity/Accessibility Tutorials

List of Equity/Accessibility Tutorials:

1.  Accessible Customer Service

2.  Access Forward

3.  Human Rights 101

Health and Safety Tutorial Requirements

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Contract Offer

  1. The SKHS Grad Assistant will forward TF contract offers via email to the TF.
  2. The TF will accept the TF contract offer by ticking the “Yes” box, resave the document with the same name, and return it to the SKHS Grad Assistant.
  3. The SKHS Grad Assistant will prepare an online TF payment contract for each TF contract for Term. 
  4. The TF will accept each online TF contract to initiate regular monthly TF payments for each of their TF contracts for each Term of that academic session.
  5. The SKHS Grad Assistant will forward the TF letter of recommendation, complete with the TF current cv, and a copy of the TF payment contract, to the A&S Staffing Officer.
  6. The A&S Staffing Officer will approve and make recommendation for the TF appointment to the University Provost.
  7. The University Provost will forward a Letter of Offer to the TF.
  8. The TF signs the Letter of Offer, retains a copy, and gives the original to the SKHS Grad Assistant for final processing.

Contract Payment

  1. The SKHS Grad Assistant will prepare an online TF payment contract for each TA contract for Term. 
  2. The TF will accept each online TF contract to initiate regular monthly TF payments for each of their TF contracts for each Term of that academic session.
  3. TF payments are made as direct deposits to the Student’s bank account on the last working day of each month from Sep to Dec (Fall Term) and Jan to Apr (Winter Term) each year in 1/4 the total TA contract amount for that Term.
  4. TF contracts are set at the base contract payment amount in the first instance.  Upon enrolment confirmation performed by the Registrar following the Add/Drop period each term, those courses with enrolments exceeding either 100 students or 200 students will be re-assessed and the TF salary pay will be increased accordingly – any salary payment increments will be done retro-actively to the beginning of that Term.
  5. If for any reason you do not get paid on time in the right amount or have any other questions about your TA contract monthly payments contact the SKHS Graduate Assistant at: skhs.grad@queensu.ca / x75214 immediately to check/make corrections for that payment and ensure future payments are also correct.

TF Contract Payment and Payroll Set-Up

Upon student acceptance of a TF contract offer via email from the SKHS Admin Assistant, the SKHS Admin Assistant will prepare an online TF payment contract, and letter of recommendation. 

The SKHS Admin Assistant will forward TF documentation to the A&S Staffing Officer.

The A&S Staffing Officer will submit the TF contract recommendation to the A&S Dean for approval.

The A&S Dean will prepare a TF letter of offer to forward to the TF for acceptance.

The TF will sign the acceptance letter and return the signed version to the SKHS Admin Assistant for processing.

The SKHS Admin Assistant will retain a copy of the signed TF acceptance in the student’s SKHS graduate file, and forward the original the A&S Staffing Officer.

The A&S Staffing Officer will release the online TF contract for online acceptance through SOLUS by the TF.

The Student will accept the online contract to initiate regular monthly TF payments for each of their TF contracts for each Term of that academic session. 

TF payments are made as direct deposits to the Student’s bank account on the last working day of each month from Sep to Dec (Fall Term), Jan to Apr (Winter Term), and May to Aug (Summer Term) each year in 1/4 the total TF contract amount for that Term.

If for any reason you do not get paid on time in the right amount or have any other questions about your TF contract monthly payments contact the SKHS Graduate Assistant at:  skhs.grad@queensu.ca / x75214 immediately to check/make corrections for that payment and ensure future payments are also correct.

TF Info Sessions

Information Session to Prepare for Your Teaching Fellowship

The School will provide a Teaching Fellow Information Session for all new and returning TFs.  This one or two-day session will be led by staff from the Centre for Teaching and Learning, SKHS faculty members and returning Teaching Fellows.  TFs will be provided with logistics information including setting up Moodle, ordering textbooks, working with staff in the SKHS Admin Office, accepting your TF contract, salary payment processes, review relevant Queen’s policies, procedures, rules and regulations associated with being a Teaching Fellow at Queen’s University.

There will be time for TFs to ask questions. 

This session is offered each year during May or June.  Date, time and location will be posted here when available.

Follow-up TF Info Sessions will occur throughout the Term – watch for details via email.

Being a TF in Other Queen's Units

Some TF opportunities exist in other Queen’s units. 

SKHS Grads may learn about and apply for those positions by:

  • visiting other Queen’s units’ website to view their available positions
  • PSAC 901– Click on the Central TA/TF Job Postings link

If you secure a TF position in another Queen’s unit you are considered a Term Adjunct.  Your Term Adjunct position is regulated by the Queen’s QUFA Agreement.  As a Term Adjunct for another Queen’s Unit, you are required to provide the SKHS Grad Assistant with a copy of each signed TF contract offer.  This information is added to your overall annual funding profile and retained in your SKHS Grad Student File.

Course Syllabus

Developing a Course Syllabus

(clipped from the Centre for Teaching and Learning Website)

The development of a course syllabus is an integral part of an instructor’s overall pedagogy because the syllabus is provides students with a comprehensive overview of the course’s aims and objectives, learning outcomes, and assessment strategies. In many ways, the course syllabus functions as text itself for each course. Because of this, much care must be taken in developing a syllabus that communicates all aspects of a course to students.

Visit the Centre for Teaching and Learning – Developing a Course Syllabus website to review the list of strategies that has been adapted from Davis’ text Tools for Teaching (1993). 

Topics include:

  • Provide Basic Course Information
  • Describe Course Prerequisites
  • Describe the Course’s Purpose
  • State Learning Goals & Objectives
  • Explain the Course’s Rationale
  • Describe the Course’s Format
  • Outline the Course’s Schedule

Sample Course Outline [PDF]

Evaluation

Teaching Fellows are evaluated through the Queen’s USAT policy.   

What is USAT?

USAT is the acronym for the University Survey of Student Assessment of Teaching. This evaluation process is referred to as such under Article 29.3 of the Queen’s University Faculty Association (QUFA) Collective Agreement.

Using the USAT process, courses and instructors are evaluated through student responses to four university-wide evaluation items, up to seven department-chosen items, and up to ten instructor-chosen items. The evaluation statements are printed on scannable forms and require a response ranging from “strongly agree” to “strongly disagree”. The form includes space for comments, which students are encouraged to complete in order to give instructors specific feedback.

USAT is designed to evaluate each instructor, so that students in a course with several instructors will be asked to evaluate each instructor separately. There will be only one evaluation for each course/section/instructor, so that full courses continuing from the fall to the winter term will be evaluated once towards the end of the winter term.

The SKHS Undergraduate Secretary will communicate with SKHS TFs directly regarding SKHS USAT evaluation key dates, delivery of USAT forms, policies, procedures, and how student representatives in your class will assist with performing the evaluation at the end of Term.

Queen’s USAT instructions, policies and procedures

Exam Regulations

(snipped from Queen’s University Exams Office website)

Academic Integrity

Academic integrity is fundamental to all scholarly activities, including the examination process. Queen’s University adheres to the definition articulated by the Centre for Academic Integrity, namely, that academic integrity is made up of the five core values of honesty, trust, fairness, respect and responsibility. Honesty appears in presenting one’s own work and in acknowledging dependence on the words or ideas of another. Trust promotes belief in the value and meaning of an institution’s scholarship and degrees. Fairness is embodied in clear standards, practices and procedures. Respect is shown by participating in academic activities to the best of one’s abilities. Responsibility requires one to accept personal accountability for upholding academic integrity.

This overview is adopted from the Fundamental Values of Academic Integrity. The Queen’s University Policy on Academic Integrity is intended to supplement the policy on Academic Dishonesty presently found in University calendars and posted on the web at Academic Integrity @ Queen’s.

Queen’s University Exams Regulations 

Academic Office Contacts for Teaching Fellows

A number of SKHS staff are available to assist you in your capacity as Teaching Fellow. 

Undergraduate Coordinator – Anna van der Meulen (x78465) – will assist with course outlines and learning outcomes, grading policy, academic integrity, academic accommodations, academic regulations, and TF Info Session dates and details.

Undergraduate Secretary – Trish Stenzl (x75228) – will assist with key deadlines throughout the academic year, course summaries, scantron bookings, final exams and special exam accommodations including proctoring, USAT evaluations, grade changes, and book orders.

Dept Program Assistant – Josie Birchall (x78584) – will assist with room bookings for tutorials, seminars, exam accommodations, course human ethics documentation, guest lecturer documentation.

Web Links to Other Queen’s University Contacts

Centre for Teaching and Learning

Exams Office/Information

Registrar

Student Wellness Services

Learning Strategies

Accommodations/ Leaves

Part-time Studies Forms and Policies

Eligible students may apply to transfer from full-time, on campus studies to part-time off campus studies following their first two years of full-time study. These forms must be submitted 30 days in advance of the end of the term before the part-time status begins, ie. 01 Apr if you wish to begin part-time study effective 01 May.  It is recommended that you request at least 2 terms of part-time study even if your proposed time line is only one term.  This will allow for any unexpected unavailability of your supervisor or difficulty in confirming the oral thesis date.

Process

Please complete the following steps and submit forms to the SKHS Graduate Assistant via email to:  skhs.grad@queensu.ca or hard copy mail to KHS 206.

1.  Prepare a Part-Time Studies Form, signed by both student and supervisor.

3.  Prepare a work study plan with your supervisor, identifying specific key dates for each remaining activity to complete the thesis document up to and including the proposed defense date or approximate date.  Both student and supervisor sign the Work Study Plan.  This plan may be in the form of an email between student and supervisor.

4.  If your reason for transferring to part-time is employment provide a letter from your employer confirming the employment.

Upon receipt of these documents, the SKHS Graduate Assistant will obtain signature from the SKHS Graduate Coordinator and/or Director as required and submit the request to the School of Graduate Studies for decision.  SGS will respond to the student, copied to the SKHS Graduate Assistant, with their final decision.

Vacation, Maternity, and Parental Leave Policies

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Accommodations and Academic Consideration

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Safety/ Ethics Protocols

Health and Safety

All SKHS graduate students are required to complete the government mandated Health and Safety Orientation Online Tutorial.  This helpful session will make you aware of your own safety while on campus pursuing your studies, as well as assist you in your capacity as Teaching Assistant and/or Teaching Fellow. 

Health and Safety Orientation Online Tutorial – is not required if the student completed the tutorial while an undergraduate student or master’s student at Queen’s University or other Canadian University with appropriate documentation/evidence of completion provided to the SKHS Graduate Assistant)

Off Campus Field Safety Policy

Student travelers are required to complete the off-campus field safety online form whenever they travel for research and/or educational purposes associated with their degrees.

CLICK HERE for a link to the Off-Campus Field Safety Policy website

Field Work Policy

All students who are conducting research off campus that may involve physical risk are invited to register their trip/activity in the Off Campus Activity Safety Policy Online Planning Tool

You are not required to complete the Off Campus Activity Safety Policy Online Planning Tool in these instances:

  • when you attend conference either in or out of province
  • when you attend conference either in out of country
  • when you collect data in the form of written or verbal surveys in or out of province
  • when you collect data in the form of written or verbal surveys in or out of country

Safety Abroad – International Travel

This webpage contains information related to the Queen’s Emergency Support Program and International Travel which used to be located on the QUIC website.

Human Research Ethics

All research involving human subjects requires approval from the appropriate University ethics board. It may take several weeks for this process to be completed. Please check the deadlines of the different ethics boards and plan your submission accordingly.

Students should not begin any work on their projects until:

  1. They have completed the Course on Research Ethics  (CORE)

    All student researchers (graduate and undergraduate) are required to complete the online CORE education tutorial prior to commencing any research activities involving humans. 

    The CORE program is an on-line interactive program with eight modules that can be completed in about 4 hours. Users must register into the Queen’s database using their Queen’s student email address, await an activation code by the CORE program, and then begin. On first entry, users are invited to be part of a knowledge-based pre- and post- research study. Thereafter, it is easy and a great experience. Access the CORE Tutorial here

  1. Written approval has been secured from the appropriate ethics board. 

Instructions on how to prepare your ethics submission to the SKHS Unit REB for approval to proceed with the research is available here

Collaborative Research Authorship Policies

Graduate students are encouraged to publish results from their thesis research in the academic literature. Since the thesis research is usually a collaborative effort, involving student and supervisor, and is often supported by the supervisor’s research grant, some form of joint authorship is usually appropriate. The following represents a statement of the School’s policy.

  1. Paper Publications or Presentations Arising Directly from Theses – authorship is established by mutual agreement:
    • the student is normally a first author if the student writes the first draft of the paper;
    • if, by previous agreement, or by student request, the faculty member will be listed as the first author;
    • where a significant amount of additional research or analysis is required to produce publishable results, or where the student does not contribute to the writing of the paper, the supervisor might be expected to claim first authorship;
    • if a student expects to be sole author on publications based on all or part of his or her thesis research, this should be discussed in advance with the supervisor.
  2. The authorship of a report to a granting agency lies with the faculty member who has received the grant. Usually students who work on such grants have an established status as per the original grant submission and are acknowledged as such (i.e. Research Associate, Research Assistant, Research Coordinator, etc.) in any reports.
  3. Students employed as research assistants for data collection or analysis should not expect joint authorship unless they have made significant original contributions to the design of the study in question and/or authorship of the publication arising from the work.
  4.  Incoming graduate students are encouraged to discuss possible joint authorship arrangements with their Supervisor at the outset of their graduate programs.

Macintosh Conference

Annual conference in the field of Sociology of Sport or Sport Policy
Donald Macintosh

Dr. Donald deFrayne Macintosh was a faculty member in the School of Kinesiology and Health Studies (formerly the School of Physical and Health Education) from 1965 until his death in 1994. Appointed Director of the School in 1965, he provided exceptional leadership for sixteen years before returning to teaching and research in 1981.

To honour his memory and contributions to the School, friends and colleagues  created the Donald Macintosh Memorial Visiting Scholar Fund, which is used to bring prominent scholars in the field of Sociology of Sport or Sport Policy to Queen’s University to provide the keynote lecture.

This one-day conference is normally held the last Saturday in January.