October 2018

Master of Science Graduate Program

A guide for students, advisors and advisory committee members

Department of Surgery University of Manitoba

Bannatyne Campus

Email: surgery_graduate@umanitoba.ca

Website: http://umanitoba.ca/faculties/medicine/units/surgery/education/4769.html

D e p a r t m e n t o f S u r g e r y : M S c P r o g r a m G u i d e 1 | P a g e

INTRODUCTION

This guide has been developed to help students, Advisors and Advisory Committee members understand their responsibilities. The MSc Program in the Department of Surgery follows:

General regulations of the Faculty of Graduate Studies (FGS) available in the Academic Guide: http://crscalprod1.cc.umanitoba.ca/Catalog/ViewCatalog.aspx?pageid=viewcatalog&catalogid=220&chapterid=1646&loaduseredits=False Supplemental regulations of the Department of Surgery: http://umanitoba.ca/faculties/graduate_studies/media/SURGERY_supp_regs_approved_July_23.13.pdf Through the Thesis stream, MSc students are expected to complete their course work in their first year (May 1 – June 30). A minimum of 12 course hours plus a thesis is required for the designation of a Master of Science degree. All requirements of the program must be completed within five years in accordance to Faculty of Graduate Studies regulations: http://crscalprod1.cc.umanitoba.ca/Catalog/ViewCatalog.aspx?pageid=viewcatalog&catalogid=220&chapterid=1646&topicgroupid=11744&loaduseredits=False Certain forms must be completed during the student’s program. A Program Planning & Completion Guide (page 4) is included to help assist students and advisors through the program and track completion of the necessary forms.

Information included in this guide Page Notable Deadlines .......................................................................................................................... 2

Advisor – Student Guidelines (ASG) ............................................................................................... 2

Dual-Registration Fee Information ................................................................................................. 2

Roles & Responsibilities of Advisor ................................................................................................ 3

Roles & Responsibilities of Student ................................................................................................ 4

Planning & Completion Guide ........................................................................................................ 5

Roles & Responsibilities of Advisory Committee ........................................................................... 6

Sample – Faculty of Graduate Studies Progress Report ................................................................. 7-8

Thesis Proposal Guidelines ............................................................................................................. 9

Thesis Proposal Format .................................................................................................................. 10

Sample – Department of Surgery Thesis Proposal Evaluation Forms ............................................ 11-12

Sample – Faculty of Graduate Studies Thesis Proposal Form ........................................................ 13

Thesis Dates & Deadlines for Graduation ...................................................................................... 14

Program Contact Information ........................................................................................................ 14

D e p a r t m e n t o f S u r g e r y : M S c P r o g r a m G u i d e 2 | P a g e

NOTABLE DEADLINES

July 1st Advisor – Student Guidelines Complete, sign, submit to Graduate Chair

September 15th Advisory Committee Confirm with Graduate Chair

December 1st Thesis Proposal review Circulate to Thesis Proposal Committee members

January 30th Thesis Proposal Present, evaluate, submit to Graduate Chair

January 30th Progress Report (mid-year) Meet, complete, sign, submit to Graduate Chair

May 15th Progress Report (end of year) Meet, complete, sign, submit to Graduate Chair

Thesis Dates and Deadlines for Graduation See page 14 – Deadlines are dependent upon a student’s anticipated date of graduation

ADVISOR – STUDENT GUIDELINES (ASG)

The advisor and student must discuss, and complete, the Faculty of Graduate Studies Advisor-Student Guidelines (ASG) upon commencement of the student’s admissions to the MSc Program and no later than July 1st. The advisor and the student are required to sign the agreement; if the parties cannot agree on any component(s) of the ASG, the matter should be referred to the unit Graduate Chair, Head of the unit or the Dean of the Faculty of Graduate Studies:

https://umanitoba.ca/faculties/graduate_studies/media/ASG_Instructions.pdf CONCURRENT CURRICULUM FEE INFORMATION Students in the Department of Surgery program are dual registered with the Faculties of Medicine and Graduate Studies:

All registration fees associated with Faculty of Graduate Studies (admissions and course registration fees) are the responsibility of the student.

Students must monitor their Aurora Student Services account on a regular basis: https://aurora.umanitoba.ca/banprod/twbkwbis.P_GenMenu?name=homepage

Faculty of Graduate Studies fee inquiries must be directed to Student Affairs Registrar’s Office: 400 University Centre (Fort Garry Campus) University of Manitoba Phone: 204-474-9420 Fax: 204-269-1065 http://umanitoba.ca//student/records/

Fees associated with the student’s postgraduate education training in their surgical specialty

must be directed to the Postgraduate Medical Education (PGME) Office in the Faculty of Medicine: 260 Brodie Centre - 727 McDermot Avenue (Bannatyne Campus) University of Manitoba Phone: 204-789-3290 Fax: 204-789-3929 http://umanitoba.ca/faculties/medicine/education/pgme/index.html

D e p a r t m e n t o f S u r g e r y : M S c P r o g r a m G u i d e 3 | P a g e

ROLES & RESPONSIBILITIES OF ADVISOR

The advisor is not only a mentor to the student but also provides leadership in forming the partnership with his/her students, the department/unit, and the advisory committee. The following responsibilities are for the advisor to ensure equitable and high quality academic training to the students:

▪ Inform and update the student of his/her academic and holiday schedule on a regular basis so that the student is aware of how much time and when access can be reasonably expected from the advisor.

▪ Seek and provide the student with adequate financial support, where possible.

▪ Work with the student to develop a research topic(s) ensuring that the research plan is well defined, realistic and manageable within the allocated time frame for successful completion of the program.

▪ Ensure that within the first six months to a year, the student has an advisory committee, the program of study approved by the advisory committee with respect to FGS requirements (the number and type of courses), and a research plan.

▪ If there are major modifications to the research plan after one year, a revised research plan must be approved by the advisory committee at that time.

▪ Schedule regular meetings with the student to monitor progress. Such meetings should include discussion of management strategies and methodological approaches after the research topic is well defined and review the process of data collection.

▪ Meet with the student and advisory committee to discuss the student’s progress and prepare a

progress report at least once a year. The Department of Surgery requires a progress report twice a year – see Notable Deadlines on page 2.

▪ Discuss with the student how research is to be documented and how records are to be kept and refer the student to the University of Manitoba Policies and Procedures Regarding Research Ethics (http://umanitoba.ca/research/orec/ethics/index.html).

Roles & Responsibilities: A Guide for Faculty and Students. Faculty of Graduate Studies. University of Manitoba. July 11, 2012. (http://umanitoba.ca//graduate_studies/ media/Roles_and_Responsibilities_2012.pdf).

D e p a r t m e n t o f S u r g e r y : M S c P r o g r a m G u i d e 4 | P a g e

ROLES & RESPONSIBILITIES OF STUDENT The student should look upon graduate research as a partnership with the advisor, advisory committee and the department/unit. Ultimately, the student is responsible for conducting the proposed research work and course of study. The responsibilities of a graduate student are as follows:

▪ Know the policies, procedures and deadlines of FGS. Each student must consult the Academic Guide and current Graduate Calendar for specific information: http://crscalprod1.cc.umanitoba.ca/Catalog/ViewCatalog.aspx?pageid=viewcatalog&catalogid=220&chapterid=1646&loaduseredits=False

▪ Declare him/her self as full-time or part-time based on the time that would be devoted to graduate studies (see Academic Guide).

▪ Assess his/her financial needs during the tenure of the graduate program and obtain a document from the advisor outlining the type and duration of the financial support. (note: student may receive a letter indicating no support is available).

▪ Share the responsibility with the advisor to develop a sound research plan that has an achievable timetable and milestones.

▪ Keep a systematic record of research work and results and be able to answer to the advisor and the advisory committee with respect to progress.

▪ Self-evaluate progress and productivity throughout the program.

▪ Become familiar with and follow the University of Manitoba – Policies and Procedures Regarding Research Ethics (http://umanitoba.ca/research/orec/ethics/index.html).

▪ Ensure that a meeting is held with the advisor and the advisory committee (where applicable) and prepare/present a progress report at least once a year. The Department of Surgery requires a progress report twice a year – see Notable Deadlines on page 2.

▪ Call additional meetings with the advisory committee after consultation with the advisor, if considered essential to the progress of the research.

▪ Organize and be efficient in processing the data and in the planning of future research. Keep abreast of current literature in the field.

▪ Take full responsibility for his/her academic and research program.

▪ Allow adequate time for his or her advisor or committee members to provide comments on written material. The student must consult his/her advisor and the advisory committee members to estimate the time that would be required to complete a thesis or a report.

▪ Ensure to allocate sufficient time to meet important deadlines (registration, thesis submission to committee members, etc.).

Roles & Responsibilities: A Guide for Faculty and Students. Faculty of Graduate Studies. University of Manitoba. July 11, 2012. (http://umanitoba.ca//graduate_studies/ media/Roles_and_Responsibilities_2012.pdf).

D e p a r t m e n t o f S u r g e r y : M S c P r o g r a m G u i d e 5 | P a g e

PLANNING & COMPLETION GUIDE

ACTIVITY

DATE

Anticipated Completed

Thesis Advisor confirmed and approved by Graduate Chair

Required documentation for Admissions to Faculty of Graduate Studies submitted through Radius on-line application process

Meeting arranged with Graduate Chair

Admissions to Faculty of Graduate Studies approved by Graduate Chair

Receipt of Faculty of Graduate Studies acceptance letter

Advisor-Student Guidelines reviewed and signed (available through JUMP portal)

Selection of courses

Course registration completed online through Aurora Self-Service

Selection of Advisory Committee (no later than September 15th

)

If applicable, letters of approval from Research Ethics Board and other committee for outside agencies if access approval is required

Preparation of a thesis proposal

Selection of Moderator for thesis proposal presentation (non-voting)

Confirm with Surgery Education Office to begin booking arrangements for thesis proposal presentation

Thesis Proposal presentation and approval (must be approved by January 30

th in the student’s first year)

Six-month progress meeting conducted with Advisor and Advisory Committee immediately following Thesis Proposal presentation

Mid-year Progress Report submitted to Department of Surgery Graduate Chair http://umanitoba.ca/faculties/graduate_studies/media/progress_report.pdf

Conduct study

Complete course work

Appointment of Committee of Examiners approved by Faculty of Graduate Studies

Completion of research and writing thesis

Distribution of thesis to Committee of Examiners

Thesis oral examination conducted within Department of Surgery deadlines for anticipated date of graduation from Faculty of Graduate Studies

Further revisions to thesis (if applicable)

Revisions, if applicable (approved by Advisor or Committee of Examiners)

Submission to MSpace and Final Report form to Faculty of Graduate Studies within published deadlines for anticipated date of graduation

D e p a r t m e n t o f S u r g e r y : M S c P r o g r a m G u i d e 6 | P a g e

ROLES & RESPONSIBILITIES OF ADVISORY COMMITTEE The advisory committee acts as a partner with the student and the advisor in advising the student on research problems. The members are selected based on their fields of expertise, the nature and planning of the research project and to complement the expertise of the advisor in providing guidance to the student. The committee structure will depend on unit or departmental regulations as well as the guidelines and regulations of FGS.

To a reasonable extent, each member serving on the advisory committee is expected to take the following responsibilities:

▪ Be familiar with the research project of the student. ▪ Be available for meetings with the advisor and the student for preparing the annual progress

report or as deemed essential. ▪ Be reasonably available for consultation with the student in addition to regular meetings. ▪ Review the thesis in a timely manner for final examination. ▪ Clarify with the student questions regarding intellectual property rights, primary authorship on

research articles and the specific role of the students, the advisor and other collaborators in the research program.

▪ Hold meetings once a year, or more often as required, with the student to discuss research

progress and future course of action. Ideally, these meetings are to be held at the beginning of the student’s program and within the first year. The Department of Surgery requires a progress report twice a year – see Notable Deadlines on page 2.

▪ Provide the student with the opportunity to attend and to present his/her findings at research

conferences depending on the availability of funds. ▪ When a thesis is required – provide the student with the guidelines for preparing the thesis

(http://umanitoba.ca/libraries/elibrary/mspace/). ▪ Read and provide comments to any written material (thesis reports, practicum, etc.) submitted

by the student in a timely manner (two to four weeks depending on the length of the document). Normally an advisor would require at least four weeks to provide feedback on a full thesis.

Roles & Responsibilities: A Guide for Faculty and Students. Faculty of Graduate Studies. University of Manitoba. July 11, 2012. (http://umanitoba.ca//graduate_studies/ media/Roles_and_Responsibilities_2012.pdf).

D e p a r t m e n t o f S u r g e r y : M S c P r o g r a m G u i d e 7 | P a g e

SAMPLE – FACULTY OF GRADUATE STUDIES PROGRESS REPORT

D e p a r t m e n t o f S u r g e r y : M S c P r o g r a m G u i d e 8 | P a g e

D e p a r t m e n t o f S u r g e r y : M S c P r o g r a m G u i d e 9 | P a g e

THESIS PROPOSAL GUIDELINES

The Student’s Advisory Committee plus one additional faculty member from the Department of Surgery Research Advisory Committee as the non-voting Moderator during the student’s presentation shall be present for the Thesis Proposal presentation. By January 30th in the first year of the student’s graduate program:

Advisor makes recommendation of the faculty member from the Department of Surgery Research Advisory Committee who will be the Moderator for the Advisor Committee to Graduate Chair.

Student prepares a thesis proposal consistent with the format outlined by the Department of Surgery (page 10 of this guide).

The proposal should be of sufficient length to allow the student’s Advisory Committee to understand a clear definition of the problems or issue that will be addressed in the project; the review of pertinent literature; a description of the methods that will be used; the data to be collected and/or analyzed. This is a very important document that will provide the Committee a plan for the student’s thesis process and help to solve problems at the planning stage rather than later in the student’s phases of their research.

Student completes Master’s Thesis / Practicum Proposal form and attach as the first page of the thesis proposal. This form is available through the Faculty of Graduate Studies web site: (http://umanitoba.ca/faculties/graduate_studies/media/thesis_proposal-masters.pdf)

Student sends a Doodle Poll to members of the Advisory Committee and Moderator to confirm a day/time and advises the Surgery Education Office to book a room for their presentation.

Thesis proposal is circulated by the Student to the members of the Advisory Committee for review a minimum of three weeks prior to the student’s presentation.

Surgery Education Office books a room and communicates this with the members of the Advisory Committee and the Moderator.

Student provides a 15-minute presentation to the Advisory Committee followed by a 15- minute discussion and question period.

An evaluation (sample on page 10 of this guide) is completed by the Advisory Committee and the Master’s Thesis / Practicum Proposal form is signed and submitted to the Surgery Education Office.

The student completes a self-evaluation (sample on page 11 of this guide) and submits to the Surgery Education Office for review by the Graduate Chair.

Once approved, the Appointment of Examiners form will be initiated by the Surgery Education Office for approval by Faculty of Graduate Studies.

D e p a r t m e n t o f S u r g e r y : M S c P r o g r a m G u i d e 10 | P a g e

MSc THESIS PROPOSAL FORMAT

Formatting

▪ Normally five (5) pages in length ▪ Double-spaced in a 12-point font ▪ Proposal must be paginated ▪ Master’s Thesis / Practicum Proposal form attached as first page of proposal

Title

▪ Project title ▪ Student Name ▪ Advisor Name ▪ Email addresses for student and advisor

Introduction ▪ Statement of the problem or aim of the project

Review of literature

▪ A brief review of the main theoretical and research literature ▪ Outline a framework, based on literature, for analyzing the research and

questions

Objectives / Research Question / Hypothesis

▪ A statement of the project’s objectives ▪ List of research questions ▪ Outline hypothesis

Methods ▪ Type of research design ▪ Source(s) of data: primary or secondary data collection ▪ Data management and analysis

Ethics ▪ Ethical considerations ▪ Progress on application to Research Ethics Review Board

Project issues ▪ Identify potential problems (i.e. access to data, collection of results) and

solutions

Knowledge added

▪ Indicate how the proposed study will contribute to the knowledge in the field ▪ Implications of study

Translational activities

▪ Indicate how the project will incorporate the principles of evidence-based practice to translational activities

Appendices

▪ Time Line ▪ Budget, if applicable:

o Outline anticipated expenses and sources of funds ▪ Data collection forms ▪ Consent forms, if applicable

D e p a r t m e n t o f S u r g e r y : M S c P r o g r a m G u i d e 11 | P a g e

SAMPLE – MSc THESIS PROPOSAL EVALUATION (Committee Members)

D e p a r t m e n t o f S u r g e r y : M S c P r o g r a m G u i d e 12 | P a g e

SAMPLE – MSc THESIS PROPOSAL EVALUATION (Student)

D e p a r t m e n t o f S u r g e r y : M S c P r o g r a m G u i d e 13 | P a g e

SAMPLE – FACULTY OF GRADUATE STUDIES THESIS PROPOSAL FORM

D e p a r t m e n t o f S u r g e r y : M S c P r o g r a m G u i d e 14 | P a g e

THESIS DATES & DEADLINES FOR GRADUATION

Students who wish to convocate should meet the respective dates noted below. Please note, experience has shown that students who leave the distribution of their thesis until the deadline shown often have difficulty getting their research approved in time for the Graduate Studies graduation dates. Students are strongly encouraged to submit their thesis in advance of the respective date noted below.

Note to Advisors

▪ The Master’s Thesis/Practicum Proposal form is to be completed by the Advisor within the first year of the student’s enrollment.

▪ The Thesis Title and Appointment of Examiner’s form, indicating the student’s Committee of Examiners is to be completed by the Department and Advisor prior to the thesis defense and forwarded to Faculty of Graduate Studies (FGS) for approval. This form does not automatically include the student on the Graduands list prepared by FGS for their anticipated date of graduation.

PROGRAM CONTACT INFORMATION

Graduate Chair: Dr Krista Hardy Administrator: Charity Pascual

Office: SMD348 – Health Sciences Centre 825 Sherbrook Street | Winnipeg Manitoba

Telephone: 204.787.1219 Email: surgery_graduate@umanitoba.ca

Faculty of Graduate Studies Graduation Dates

February1 May1 October1

Required action to meet Department of Surgery deadlines

Last date for distribution of Thesis to Committee of Examiners

September 1 January 3 April 1

Last date for oral defense to Committee of Examiners December 15 March 1 June 30

Required action to meet Graduate Studies deadline for graduation

Last date for receipt by FGS at UM Fort Garry Campus office of Thesis and reports2 January 31 3 March 301 3 August 221 3

1 Dates noted for Graduate Studies deadlines change year-to-year. Students must confirm this date through FGS website: http://umanitoba.ca/faculties/graduate_studies/media/Information_for_Graduands.pdf 2 It is the student’s responsibility to ensure the submission requirements are delivered to the Faculty of Graduate Studies by the deadline noted. 3 Students cannot be added to the potential graduands list (for the respective graduation date noted) after this date.