S.06-115

SIMON FRASER UNIVERSITY

. ?

DEAN

OF GRADUATE STUDIES

MEMORANDUM

TO: ?

Senate

FROM:

?

Jonathan Driver, Senate Graduate Studies Committee

SUBJECT: Visiting research students

(GS2006.34)

DATE: ?

September 26, 2006

cc:

should participate in the

A). A document describing

the following actions to

At its 11th September 2006 meeting, SGSC discussed v

Canadian Graduate Student Research Mobility Agreem

this program is attached. Following discussions, SGSC

Senate:

MOTION:

(a) that Senate approve SFU participation in CGSRMA

1 7_^

(b)

that the following section be added to Graduate General Regulations:

1.3.9a Admission as a visiting researcher

Simon Fraser University accepts visiting research students under the terms of the Canadian

Graduate Student Research Mobility Agreement. For details see the Graduate Studies website.

(c)

that the following section be added to the Graduate Studies page in the Calendar (currently p.

261):

Visiting Research Students

Simon Fraser University accepts visiting research students under the terms of the Canadian

Graduate Student Research Mobility Agreement. For details see the Graduate Studies website.

Students attending Simon Fraser University under this Agreement must register every semester

for GRAD 800.

GRAD 800

- 0 Visiting Research Student

All students at Simon Fraser University under the terms of the Canadian Graduate Student

Research Mobility Agreement must register for this course.

Notes

1. SGSC has approved GRAD 800-0 as a course to be graded

S/U.

If visiting students are to be

registered at SFU (necessary if they are to get access to academic and student services), then they

must be registered in a course. We will also be able to provide them with a transcript listing this

course, and that will be official confirmation of their participation in research activity at SFU.

2. Visiting research students will not be charged tuition fees, but they will pay student services and

recreation-athletics fees, because they will have the opportunity of accessing those services. It may

be possible for them to obtain U-Pass, but this will depend upon their date of arrival.

3.

Visiting research students may not take other courses. Should they wish to do this, they would be

admitted as

exchange students.

SGSC-Senate-GS2006.34

?

Page 1 of 1

?

9/26/2006

---

GS2OO634

SIMON FRASER UNIVERSITY ?

DEAN OF GRADUATE STUDIES ?

MEMORANDUM

TO: ?

SGSC

FROM: ?

Jonathan Driver, Dean of Graduate Studies

SUBJECT: ?

visiting research students

DATE: ?

26th July 2006

cc:

Universities across the country have signed on to the Canadian Graduate Student

Research Mobility Agreement (attached). I am proposing that we do the same. In order to

register students who attend SFU under this agreement, we need a course in which they

can register. This document proposes such a course and appropriate Calendar language.

I am therefore asking SGSC to do the following:

1. approve SFU's participation in the Agreement

• ?

2. approve the new course proposal

3. approve the following additions to the Calendar:

(a)

under Graduate General Regulations,

add:

I .3.9a Admission as a visiting researcher

Simon Fraser University accepts visiting research students under the terms of the

Canadian Graduate Student Research Mobility Agreement. For details see the Graduate

Studies website.

(b)

under Graduate Studies, following the section on Certificate Programs,

add:

Visiting Research Students

Simon Fraser University accepts visiting research students under the terms of the

Canadian Graduate Student Research Mobility Agreement. For details see the Graduate

Studies website. Students attending Simon Fraser University under this Agreement must

register every semester for GRAD 800.

GRAD 800-0 Visiting Research Student

All students at Simon Fraser University under the terms of the Canadian Graduate

Student Research Mobility Agreement must register for this course.

S

1.

C:\Documents

and Settings\Jon\My Documents\for SGSC\memos from dean to SGSC\visit research

student proposal. doc

---

0

Canadian Association Association canadienne

for Graduate Studies

?

pour les etudes supérieures

Canadian Graduate Student Research Mobility Agreement (CGSRMA)

Preamble

As research becomes increasingly interdisciplinary and networked, and as research

equipment becomes more specialized and expensive, graduate students from one

university may have to spend time at another university in order to complete or enhance

their research. CAGS wishes to encourage graduate student mobility within Canada in

order to foster the exchange of ideas, specialized training, research collaboration, and

interdisciplinarity.

The Agreement sets out a protocol for institutional recognition of visiting graduate

research students. Universities that have agreed to participate in this process are listed

separately. Universities that wish to participate should contact CAGS.

?

0

Many provinces and some regions already have agreements that facilitate mobility of

graduate students who wish to take courses at other institutions, and there is also a

national agreement for this purpose. This Agreement does not pertain to courses, but

exists to facilitate visits by graduate students to other institutions in order that those

students are able to participate in research activities and be recognized as legitimate

visitors to the host campuses. We know that such visits currently take place by informal

arrangement, but there are risks inherent in that informality.

Terms

a.

Graduate students registered at a home university may be registered as "visiting

graduate research students" at host institutions

b.

No fee will be charged to visiting graduate research students provided they are

registered full time, are paying fees at their home institutions, and are not taking courses

at the host institutions. However, incidental fees may be charged at the discretion of the

host university.

c.

A faculty member at the host institution must agree to supervise and take responsibility

for the visiting graduate research student during his/her stay. It is recognized that it is the

responsibility of the visiting student to find a supervisor at the host institution.

J- ?

fr,

---

d.

Visiting graduate research students are expected to have access to basic research

services (e.g. library, e-mail access, computing) and to basic student services (e.g.

recreation facilities, provided that the incidental fees, if applicable, are paid) at the host

institution. They are not expected to have access to health and other benefits plans, transit

passes, etc. paid from tuition and other student fees at the host institution, although

individual institutions may wish to arrange for this.

e.

There will be written a

g

reements between the visiting graduate research students, home

supervisors and host supervisors concerning issues such as intellectual property, stipend

and benefits, travel costs, access to research equipment and supplies, research ethics,

space etc. (see sample template for such an agreement).

f.

It is recognized that acceptance of any visiting graduate research students is at the

discretion of the host institution.

g.

The Agreement is not intended to replace any existing arrangements between

institutions.

Process and Administration

a. A research visit must be arranged initially by the supervisor (or equivalent) at the home

S ?

university of the visiting graduate research student and by the proposed supervisor at the

host institution.

b. The supervisor will submit to the Dean of Graduate Studies at the home university the

following:

(i)

A letter from the host supervisor and department head/chair confirming his/her

willingness to supervise, and confirming what arrangements have been made with regard

to all aspects of the visit, including access to facilities (e.g. collections, equipment),

intellectual property, stipends and benefits, timing of the visit, ethical approval of

research etc. This letter must be counter-signed by the student and the supervisor at the

home university.

(ii)

A completed visiting graduate research student form signed by the graduate program

chair of the home institution.

c. Upon approval by the Dean of Graduate Studies at the home university, the form and

other documentation will be forwarded to the Dean of Graduate Studies at the host

institution. The Dean of Graduate Studies of the host institution will communicate

acceptance of the visiting research student to the applicant and to the supervisor at the

host institution.

d. Upon arrival at the host institution, the visiting research graduate student will register

at the office of the Dean of Graduate Studies (or equivalent), and pay any required

incidental fees. The visiting research student will be expected to provide proof of full-

0

?

time registration at the home institution.

3. ?

I

---

e. The visiting graduate research student will be registered for the length of time

requested on the visiting research student form. With the approval of the home

supervisor, host universities may define their own process for dealing with requests for

extensions.

This agreement will be subject to review after a period of three years. Any institution that

is signatory to this agreement may withdraw from it by giving six months' notice in

writing to the Canadian Association for Graduate Studies.

Participating Universities

Brandon University

Brock Univesity

University of Calgary

Carleton University

University of Guelph

University of Manitoba

Memorial University of Newfoundland

Université de Moncton

University of Northern British Columbia

Université du Québec

University of Regina

University of Toronto

Trent University

University of Waterloo

University of Western Ontario

York University

.

.

171:.

---

Sample Templates for Letter of Agreement

Although the details of letters are expected to vary (see samples) it is expected that the

following topics and information will be included:

•

Letterhead of host institution

•

Addressed to supervisor of designated visiting research student

•

Name of visiting research student

•

Visitor's programme (masters, doctoral)

•

Home department and institution

•

Home supervisor

•

Home supervisor's department and institution

. ?

•

Host supervisor

•

Host supervisor's department and institution

•

Host supervisor's chair/head of department

•

Dates of visit

•

Purpose of visit

•

Arrangements for intellectual property

•

Arrangements for research ethics approvals

•

Financial issues: stipend; travel costs; research expenses

•

Research resources: equipment; space; supplies

•

Arrangements for supervision during visit

•

Other documents may be attached if required

•

Names and signatures of host supervisor, host head/chair, home supervisor,

visiting research student.

0

.

---

Examples of letters

Sample Letter 1. Canadian Visiting Research Student Agreement

The University of Northern Canada

Dr. A. Jones

Department of Chemistry

University of Southern Canada

Dear Dr. Jones,

This confirms the arrangements for the visit of B. Smith from October

lStto

November

30th 2006. I will serve as her temporary supervisor while she is working on her doctoral

research in my lab.

She will receive training from our technician in the use of the equipment she requires

understand that she is bringing her own samples, and will not be participating in my

research group's experiments. As part of this work involves sampling animals, please

ensure that the enclosed animal ethics form is completed and submitted as soon as

possible.

We will not be paying any of her stipend or travel costs, but the costs of equipment time

will be provided free of charge. In addition she will have access to a lab bench with high

speed internet connections. I understand that you will cover lab supplies and that we

should bill you directly for this.

I will meet on a weekly basis with Ms. Smith to ensure that her research is progressing

smoothly while she is here.

Signature of host supervisor

Printed name

Signature of department head/chair

.

'I

---

11

S

Printed name

We a

g ree to these provisions

Signature of home supervisor

Name of home supervisor

Signature of visiting research student

Name of visiting research student

cc: Graduate Dean of Home University

Sample Letter 2. Canadian Visiting Research Student Agreement

The University of Western Canada

Dr. A. Jones

Department of History

University of Eastern Canada

Dear Dr. Jones,

This confirms the arrangements for the visit of B. Smith from October

lstto

November

30

th

2006. I will serve as her temporary supervisor while she is working on the archive of

5 ?

A Famous Canadian.

Please ensure that she has contacted our Librarian about access to the collection.

Although laptops are permitted in the archives, there is no internet access.

The Department of History cannot provide office space, but it may be possible to find

some temporary space in the Library. You had asked about access to housing. Our

residence does have space for visiting students. Please contact them directly to book a

room.

I will meet every two weeks with Ms. Smith to ensure that her research is progressing

smoothly while she is here.

Si g nature of host supervisor

Printed name

Si g

nature of department head/chair

Printed name

We agree to these provisions

Signature of home supervisor

?

Signature of visiting research student

7. ?

V

---

Visiting Research Student

Students: Please note that this form must be submitted and all approvals must be obtained well in

advance of the time you plan to spend at another institution. Check the deadlines of the host

institution. If this form is not received and approved in time, you may not receive permission to visit.

Last Name

?

First Name

?

Middle Name(s)

?

0

Male

?

Date of Birth (YY/MMiDD)

Country of Citizenship:

Li

Female

Immigration Status:

Current Address:

Telephone Number.

E-mail Address:

Name of Home Institution:

Student Number at Home Institution:

Name of Department at Home Institution:

j

Degree Expected: ?

Expected completion date:

Name of Host Institution:

Have you ever attended the Host Institution?

0

Yes

0

No ?

If yes, what was your Student Number there?

?

-

This information is collected under the authority

of

the provincial Universities Act, which mandates the provision oj programs aiso

services, the Freedom of

information and Protection

of

Privacy (FOIP) Act, the Taaation Act (Canada). and the Statistics Act

(Canada). It is required to determine an applicant's eligibility for admission, to register the applicant in courses, and to assess fees If

admitted, this information will become pa.rt

of

the student '.s record and will be disclosed to relevant academic and administrative units

on campus Specific data elements will be disclosed to the Federal and Pro vincial governments to meet reporting requirements

For

7.

1

more information on the uses and disclosure

of

this information contact the Administrator

of

the Faculty

of

Graduate Studies at the

relevant university

I hereby accept and agree to abide by the statutes, rules, and regulations of the host institution while attending as a registered

visiting researcher under the terms of the CAGS visiting researcher agreement

Signature of Applicant:

?

Dare:

Brief description of purpose of visit:

1.

Visiting research students are subject to regulations of the home institution governing tuition.

2.

Deadlines in effect at both the home and host institutions must be observed.

3

Visiting research students must send confirmation of registration and notice of any change to the Faculty of Graduate Studies of the

home institution at the time of registration at the host institution.

4 The host institution will not assess tuition fees but student activity fees may be charged. This form, duly signed, will be the sole

author

it

y for this fee waiver.

,

o_oth

e

r documentation is required.

AUTHORIZATION SIGNATURES

This form will not be processed without all three signatures, obtained in the order 1 to3.

The student named above is in good standing (including current fees paid) in a graduate degree program and has permission

to enroll as a visiting research student under the terms of the CAGS agreement at:

(Host Institution) ?

during the

period

.

1. Department/Graduate Program Approval

Name (print):

?

Date:

Home Institution

2. Faculty of Graduate Studies Approval

Name (print): ?

Date:

.

q.

?

FA

---

Signature:

3.

Visiting Research Student's Supervisor:

?

Signature.

Name (print):

?

Date:

Signature:

Host institution

4.

Faculty of Graduate

Studies Approval

?

This form must be accompanied by a confirmation letter signed by

Name (print):

?

Date:

?

the proposed supervisor at the host institution and the head/chair

of the appropriate department. See the CAGS agreement for

Signature:

?

details.

The Faculty

of

Graduate Studies

of

the Host Institution will send a copy

of the completed form to the Faculty

of Graduate Studies

of

the I-fame Institution and to the Department/Graduate Program

of

the Host Instit ution for distribution to the appropriate people.

is

.

/0•

?

M.

---

SIMON FRASER UNIVERSITY

?

NEW GRADUATE COURSE PROPOSAL FORM

When a department proposes a new course it must first be sent to the chairs of each faculty graduate program

committee where there might be an overlap in course content. The chairs will indicate that overlap concerns have

been dealt with &v signing the appropriate space or via a separate memo or e-mail (attach). The new course

proposal must also be sent to the Library for a report.

Once overlap concerns have been dealt with, signatures indicate approval by the department, home faculty and

Senate Graduate Studies Committee.

Proposed course number and title GRAD 800

Other Faculties:

Other Faculties approval indicates that the Dean(s) or designate of other Faculties affected by the proposed new

course support(s) the approval of the new course.

Name of Faculty nla

?

Signature

?

Date

n

Name of Faculty ?

n/a

Signature

Name of Faculty ?

n/a

Signature

Name of Faculty ?

n/a

Signature

Name of Faculty ?

n/a

Signature

Date

Date

Date

Date

Departmental approval

(non-departmentalizedfaculties need not sign)

Department Graduate Program Committee

Signature ?

Date

Department Chair

Signature

?

Date

Faculty approval

Faculty approval indicates that all the necessary course content and overlap concerns have been resolved, and that

the Faculty/Department commits to providing the required Library funds and any other necessary resources

Faculty Gradu

, frf'3gram Committee

?

-

Sit

igna ure

??

J

-----.-.—

?

D a te

SGSC

Signature

?

Date

?

SEP 26 2006

.

SGSC approval indicates that the Library report has been seen, and all resource issues dealt with. Once approved,

new course proposals are sent to Senate for information.

If

SENATE GRADUATE STUDIES COMMITTEE FORM

?

VISITING RESEARCHER COURSE

---

NEW GRADUATE COURSE PROPOSAL FORM

Department GRAD

?

Course Number 800

Course Title

Visiting Research Student ?

(max. 80 char)

Short Title

(appears on transcripts etc.)

Visiting Researcher ?

(max. 25 char)

Course Description for Calendar:

(append a course outline as a separate document)

Graduate students visiting SFU under the Canadian Graduate Student Research Mobility

Agreement register for this course.

Credit Hours

?

0

?

Vector hour 0

?

Lecture 0

?

Seminar 0

?

Lab

?

0

Prerequisites

(f any)

Estimated Enrolment

?

when the course will first be offered 1071

?

Frequency of course offering Every semester

Grading: regular grading or satisfactory/unsatisfactory?

Justification:

Research

We need a

Mobility

way of registering

Agreement.

students who come to SFU under the Canadian Graduate Student

?

is

Resources:

Faculty member(s) who

will

normally teach this course:

(Append information about their competency to teach the course)

n/a

Number of additional faculty members required in order to offer this course ?

0

Additional space required in order to offer this course

(append details) ?

0

Additional specialized equipment required in order to offer this course:

(append details)

n/a

Additional Library resources required:

(append details)

Annually $

?

One-time $

If additional resources are required to offer this course, the department proposing the course should be prepared to

provide information on the source(s) of those additional resources.

S

12"

SIMON FRASER UNIVERSITY

SENATE GRADUATE STUDIES COMMITTEE FORM

?

VISITING RESEARCHER COURSE

p

---

Vivian Blaker

' ?

From: ?

driver@sfu.ca

•

Sent:

?

Thursday, August 17, 2006 8:54 AM

To: ? vivianblaker@sfu.ca

Subject: ?

Library report for GRAD 800 (fwd)

Vivian,

could you please add this to the material for September SGSC.

Thanks

Jon

Jonathan C. Driver

Dean of Graduate Studies

Professor of Archaeology

Simon Fraser University

Burnaby BC Canada V5A 1 S6

Graduate Studies phone (604) 291-4255

291-5666

fax (604) 291-3080 Archaeology fax (604)

Forwarded message ----------

From: Gwen Bird <gbirdsfu.ca >

Date: Tue, 01 Aug 2006 11:01:12 -0700

Subject: Library report for GRAD 800

• Hi Jon,

I have reviewed the proposal for GRAD 800 and concluded that no additional library