GRADUATE STUDENTS’
HANDBOOK
SEPTEMBER 2010
Department of Electrical and Computer Engineering Queen’s University at Kingston Kingston, Ontario, Canada
PREFACE Welcome to Queen’s University and to the Department of Electrical and Computer Engineering. This booklet is intended to provide new graduate students with an introduction to the Department of Electrical and Computer Engineering. We have attempted to assemble information about who’s who, what’s what, how to get things done, and how to gain access to the facilities of the Department. One of the purposes of this booklet is to inform new graduate students of the facilities, equipment and services available in the Department, and the appropriate procedures to be used for gaining access to them. Nevertheless, the information in this booklet will not cover all situations. When questions arise in your academic and research work, the first and best course of action is to talk to your supervisor. Many of the guidelines and procedures have evolved as experience has been gained over the years, to allow the facilities of the Department to be used most effectively for both graduate research and undergraduate teaching purposes. It is hoped that graduate students will feel free to make suggestions for improvements that will enhance the research environment of the Department.
Dr. Al Freundorfer Associate Professor and Coordinator of Graduate Studies
TABLE OF CONTENTS
1. WHEN YOU ARRIVE .......................................................................................................... 1.1 Introduction .................................................................................................................... 1.2 Registration .................................................................................................................... 1.3 Work Authorization Permit & Student Visas ................................................................. 1.4 Accommodation .............................................................................................................
1 1 1 3 3
2. GRADUATE PROGRAMS ................................................................................................... 4 2.1 Regulations ...................................................................................................................... 4 2.1.1 M.A.Sc. Degree.................................................................................................... 4 2.1.2 Ph.D. Degree .......................................................................................................5 2.2 Courses ............................................................................................................................ 5 2.2.1 Course Status ....................................................................................................... 5 2.3 Theses ............................................................................................................................. 5 3. ACADEMIC & SUPPORT STAFF ...................................................................................... 6 4. SOCIETY OF GRADUATE AND PROFESSIONAL STUDENTS .................................. 7 5. ACCESS TO DEPARTMENTAL FACILITIES ................................................................. 7 5.1 Study and Research Space ............................................................................................... 7 5.2 Keys ................................................................................................................................. 7 5.3 Library ............................................................................................................................. 7 5.4 Computers ....................................................................................................................... 8 5.4.1 Departmental and University Facilities ............................................................... 8 5.4.2 Equipment ............................................................................................................ 8 5.5 Technical Services ........................................................................................................... 8 5.5.1 Buying Hardware and Components .................................................................... 8 5.6 Workshops ....................................................................................................................... 9 5.6.1 Electronics Workshop .......................................................................................... 9 5.6.2 Machine Shop and Tools ..................................................................................... 9 5.7 Secretarial Services ......................................................................................................... 9 6. FINANCIAL SUPPORT ...................................................................................................... 10 6.1 Scholarships, Fellowships, Awards, and Research Assistantships ............................... 10 6.2 Teaching Assistantships ................................................................................................ 10 6.2.1 Financial Aspects ................................................................................................10 6.2.2 Responsibilities .................................................................................................. 10 7. CONFERENCE TRAVEL AWARDS ................................................................................ 11 8. PROCEDURE FOR APPEALS AGAINST ACADEMIC DECISION ........................... 11 9. COLLABORATIVE RESEARCH ...................................................................................... 11 10. POLICY ON OWNERSHIP OF INTELLECTUAL PROPERTY ................................. 12
11. REGULATIONS OF THE SCHOOL OF GRADUATE STUDIES ............................... 12 11.1 The Calendar ............................................................................................................... 12 11.2 Promotion to the Ph.D. Program ................................................................................. 13 11.3 Scholarships................................................................................................................. 13 12. TIME TO COMPLETE DEGREE REQUIREMENTS .................................................. 13 12.1 Normal Times for Completion .................................................................................... 13 12.2 Departmental Policy Regarding Extensions of Time .................................................. 14 13. POLICY REGARDING FAILED COURSES .................................................................. 15 14. CLOSING REMARKS ........................................................................................................ 15
1. WHEN YOU ARRIVE 1.1 Introduction By the time you read this, you will probably have made contact with several people in the Department and, perhaps, have begun to familiarize yourself with the University. The first person to see, if you have not already done so, is the person with whom you have been corresponding regarding graduate studies. This may be your faculty supervisor, the Coordinator of Graduate Studies, the Coordinator of one of the research groups (Communications, Biomedical and Intelligent Systems, Microwave and Photonics, Software Engineering, Power Electronics or Computer Architecture), or one of the other professors in the Department. Introduce yourself, and discuss any immediate questions you have about settling down in Kingston or about beginning your graduate studies. 1.2 Registration For details on how to register online please go to http://www.queensu.ca/registrar/currentstudents/registration/regguides/regguidefw/courseselect/r eginfonewgrad.html . You will be sent complete instructions via your Queen’s email account, about how to register online. To set up your Queen’s University email account, go to http://www.queensu.ca/its/email.html and follow the instructions. You need your Queen’s student number to go through these processes. Registration consists of 4 steps: Step 1: Registration is done online through QCARD beginning July 1, 2010 access QCARD to verify registration in your degree program for the 2010/2011 academic session, to indicate your method of fee payment. International students must go to the Queen’s University Centre (QUIC) to update their UHIP (University Health Insurance Plan) BEFORE registering. Step 2: Minimum Registration Payment – deadline August 1, 2010: Ensure all outstanding debts have been paid. Note: If you cannot meet this deadline, please email: ourweb@queensu.ca to make alternative arrangements. You will then be permitted to continue the registration process. If in Step 1 you selected:
Telephone/Internet Banking, Minimum Registration payment is due;
August 1, 2010 (Fall),
January 1, 2011 (Winter) and
May 1, 2011 (Spring/Summer)
Pre-authorized Bank Payment, any banking changes should be submitted to the Office of the University Registrar no later than August 1, 2010. To submit changes to the Office of the University Registrar, complete the “Change To Pre-Authorized Fee Payment / Deposit Plan form” found at http://www.queensu.ca/registrar/aboutus/forms/change_debit_memo.pdf.
Funding Agency, Ensure the proper documentation has been submitted to the Office of the University Registrar on or before August 1, 2010. The proper documentation is a letter on the agency's letterhead stating the following:
2
Name and student number of student
Start date and end date of sponsorship
What the agency will cover, i.e. tuition, mandatory student activity fees, optional student activity fees, residence, and/or UHIP
Name, address and phone number of contact person
Complete address of agency for billing purposes NOTE: Registration cannot proceed if a student has an outstanding debt.
Step 1 and Step 2 must be completed by August 1, 2010, or the Registration Administration Fee; ($150.00 for full-time students and $50.00 for part-time students), will be assessed effective August 2, 2010.
Step 3: Confirm Registration using QCARD (Final step to registration): New students must access QCARD and confirm registration details beginning August 31, 2010. Until this step is completed, you are not considered registered and are not eligible for any scheduled award payments. Once step 3 is completed, and if you have set up banking information to receive the direct deposit of your award payment, the payment(s) will occur according to the dates schedule that you can view on QCARD (from the main menu, click on the Student Awards, Scholarships, Bursaries, etc. link). Step 4: Obtain Your Photo ID Student Card and Validation Sticker: After Steps 1-3 are completed, you may obtain your photo-identification student card and validation sticker in Wallace Hall in John Deutsch University Centre on Thursday, September 9, 2010. Ensure that you return the photo-id form you receive from the Office of the University Registrar this summer, in order to have your student card pre-made and to avoid waiting at Wallace Hall. Also, please note that if you were registered in an undergraduate degree program at Queen’s, your student card is no longer valid. You must obtain a new graduate student card by going to Wallace Hall as scheduled above. When you arrive at Queen’s, please see the Graduate Program Assistant, Room 424, Walter Light Hall. She will give you a package containing forms and information regarding course registration and other information you will require to get settled. The courses that you plan to take during the current session (fall and winter terms) must be entered on an academic change form. These forms are available in the Main Office (Rm. 416). Your graduate program should first be discussed with your supervisor, if he or she has been identified. The courses to be offered by the Department this session are listed on a separate sheet enclosed within the Graduate Students' Handbook and are available on the Department website: http://www.ece.queensu.ca/grads/CUrrentStudents.html Click on “Graduate Course Information”. The last date for making any changes to fall term course registration is October 2, 2010. When the academic change form has been completed and signed by you and your supervisor (if he or she has been identified), take it to the Graduate Program Assistant, Room 424, Walter Light Hall, for approval by the Coordinator of Graduate Studies. You and your
3 supervisor must complete and sign a program sheet and submit it to the Graduate Program Assistant for approval by the Coordinator of Graduate Studies sometime during your first term. 1.3 Work Authorization Permit & Student Visas This applies only to international students who have visa status for their graduate studies. It is important that you register with the Immigration Office as soon as you arrive, in order to obtain clearance to work and study in Canada. The Office requires evidence that you have adequate financial support to cover your studying and living expenses. The International Centre at Queen's University (tel. 613-533-2604 or http://quic.queensu.ca/ ) can help students with questions related to immigration or financial matters. You are invited to contact them. The International Centre also administers the University Health Insurance Plan (UHIP). Medical insurance is mandatory and must be purchased before you can register. The International Centre issues a booklet "Information for Prospective Queen's Students" and offers an orientation program. Please contact the International Centre for details. 1.4 Accommodation One of your first concerns will, of course, be accommodation. Most graduate students in the Department live in shared rental accommodation in houses located close to campus, or in the graduate student residences. Sources of information include: - The International Centre Housing Office (Tel. 613-533-2604 or http://quic.queensu.ca/resource/housing.asp located at the John Deutsch University Centre. - The Queen’s University Apartment and Housing Office (Tel. 613-533-2501) located at 169 University Avenue. (http://housing.queensu.ca/community_housing/) - The Graduate Student Residence Admissions, Victoria Hall (Tel. 613-533-2550). - The Graduate Student Society Office, John Deutsch University Centre (Tel. 613-5332924). - Your fellow graduate students; ask around to see if there is any room available where they are living. - Advertisements in the Whig-Standard, published daily, except Sunday, and available in the morning. - The Queen’s University Journal, published Tuesdays and Fridays during term time. - Notice boards in the John Deutsch University Centre and in Mackintosh-Corry Hall.
4 2. GRADUATE PROGRAMS 2.1 Regulations The Department offers the M.A.Sc. research program and the M.Eng. non-research program. 2.1.1 M.A.Sc. Degree (i)
M.A.Sc. (Research Program)
The course regulations for the research program, from the Calendar of the Graduate School, are: The minimum requirements are a research thesis and 4 termlength graduate courses or their equivalent. The program of study must be approved by the Department. Division III will accept one senior (400 series) undergraduate course as the equivalent of a graduate course provided the course is in a discipline (a) other than that in which the student obtained his/her Bachelor's degree and, (b) other than that in which he/she is registered for the Master's program. The program of study must be approved by the Department. During the Master’s program, it is expected that students present at least one seminar to other graduate students and faculty. MASTER OF APPLIED SCIENCE
(ii) M.Eng. (Non-Research Program) A total of eight term-length courses with a maximum of two fourth-year level undergraduate courses. All the course selections must be approved by the Department. These courses must be selected as follows: 1. Four term-length graduate courses must be courses offered in the Department. 2. Two of the courses in (1) may be a project, ELEC-898. 3. Normally, the remaining courses may be chosen from courses listed by the Department, or from courses offered by another department in Queen’s University, or from Royal Military College. 4. The student must select at least one course that contains a project if not selecting the project course ELEC898. A list of courses containing a project is maintained by the Department.
2.1.2 Ph.D. Degree During the first term, the Ph.D. candidate and supervisor establish an internal thesis committee consisting of a supervisor, an internal examiner and a department representative. At this time, an area of research is chosen. The requirements to be fulfilled include a minimum of 4 term-length graduate courses beyond the Master’s degree, a two-part comprehensive examination and a research thesis. One of the courses must be taken from outside the Department and may be at the advanced undergraduate level. One of the graduate courses must be taken inside the Department. The program of study must be approved by the Department.
5 All Ph.D. candidates will take a comprehensive examination administered in two parts by the candidate’s thesis committee. Part I deals with the candidate’s background in his/her chosen area of research. Part II consists of the candidate’s research proposal. An internal-external examiner (within Queen’s, outside ECE Dept.) is added to the thesis committee for Part II. Part I is normally held shortly after course work completion. Part II is normally held within seven months of successful completion of Part I. After the successful completion of Part II, thesis research progress is reported by the candidate and reviewed by the thesis committee every six months. During the Ph.D. program, it is required that students present at least one seminar to other graduate students and faculty. 2.2 Courses The courses to be offered by the Department this session are listed on a separate sheet enclosed within the Graduate Students' Handbook and are available on the Department website: http://www.ece.queensu.ca/grads/CUrrentStudents.html Click on “Graduate Course Information”. The deadline for making course changes is October 2, 2010. Graduate courses will be scheduled during the first week of term. The timetable will be posted on the Department website in September and January and will be revised as changes occur. Students should check the website often during the first few weeks of term. See http://www.ece.queensu.ca/grads/gradtimetable.html Note this site will not be available until late August 2010. 2.2.1 Course Status When registering for a course, you must indicate whether it will be "primary" or "secondary" to your program. All courses which are part of your required program must be listed as "primary". Courses taken in addition to the program requirements should be listed as "secondary" and, as such, will not be subject to the requirement of a minimum, second-class honours grade. Only under exceptional circumstances will it be possible to change the status of a "secondary" course to that of "primary". If you are taking courses as “secondary” but intend to transfer the status to “primary” for a future degree program, you must write a memo to the Coordinator of Graduate Studies at the time you are registering for the course, expressing such intention. Otherwise the courses will not be considered as “primary” for a future degree program. The School of Graduate Studies and Research shall decide if these courses can be allowed as “primary” for the next degree program. Courses may also be "audited" and will be so listed on your transcript. You will be required to contact the instructor for such courses and have him or her initial your registration form. Instructors are asked to confirm your attendance at the end of term before credit is given. Students who audit graduate courses may be required to participate in assignments, paper presentations, but not examinations; consult the instructor beforehand. 2.3 Theses Theses in the Department of Electrical and Computer Engineering must adhere to the requirements specified in the document “General Form of Theses” from the School of Graduate Studies and Research. See School of Graduate Studies’ website: http://www.queensu.ca/calendars/sgsr/Thesis.html
6
3. ACADEMIC & SUPPORT STAFF Ext.
Room
Professor and Head Greenspan, M.
32947
419
Coordinator of Graduate Studies Freundorfer, A.
32943
413
Professors Blostein, S.D. Cartledge, J.C. Chan, W.Y.G. Gazor, S. Greenspan, M. Jain, P. Korenberg, M.J. Liu, Y.F. Rudie, K.
36561 32935 32939 36591 77736 63829 32931 36731 32966
415 516 517 411 518 519 426 410 414
Emeritus Professors Aitken, G.J.M. Bayoumi, M.M. Beal, J. Campling, C.H.R. Dawson, G. Fahmy, M.M. Hamacher, V.C. John, V.I. McLane, P.J. Penstone, S.R. Peppard, L.E. Sen, P.C. Tavares, S.E. Wittke, P.H.
Associate Professors Afsahi, A. Bakhshai, A. Dean, T.R. Frank, B. Freundorfer, A.P. Hashtrudi-Zaad, K. Ibnkahla, M. Kim, I.M. Manjikian, N. Morin, E.L. Saavedra, C. Safwat, A. Simmons, S.J. Yam, S. Yeh, C.-H. Yousefi, S. Zou, Y.
Ext.
Room
33068 36332 36482 33063 32943 32991 33074 77672 75128 36562 32807 77274 36292 75235 36368 32936 36497
403 404 G750 515 413 427 408 602 402 702 406 409 421 701 407 422 G731
Cross Appointment Alajaji, F. Amari, Smain Antar, Y.M.M. Cordy, J.R. Fichtinger, G. Hassanein, H. Linder, T. Mousavi, P. Noureldin, A. 32942
412
Zulkernine, M.
Administrative, Technical and Professional Staff - 2006-07 Administrative Assistant - ext. 74948 Pople-Easton, K.. Research Administrator - ext. 36078 Owen, G. Administrative Services - ext. 32925 Jordan, P. Undergraduate Program Assistant Fraser, D. Graduate Program Assistant Gillespie, M. Department Secretary
420 423
Technical Services – Electronic Technologists Humphrey, S. ext. 36442 Babcock, S. ext. 75687
101 101
Computer Specialist MacLeod, G. ext. 36364
704A
425 424 416
7 4. SOCIETY OF GRADUATE AND PROFESSIONAL STUDENTS The Electrical and Computer Engineering graduate students are represented by a departmental association (GECE) when matters of mutual interest or concern are discussed with the Head of Department or with the Coordinator of Graduate Studies. Other functions of this informal association are of a social nature. The association is given direction by periodic general meetings and by annual elections of its officers. The graduate students in the Department of Electrical and Computer Engineering are also represented by the Society of Graduate and Professional Students (SGPS), at the University level. (http://www.sgps.ca/ )
5.
ACCESS TO DEPARTMENTAL FACILITIES
5.1 Study and Research Space Desks are assigned by supervisors in their research labs. 5.2 Keys The keying policy in the Department is to allow graduate students access to the building, to the appropriate computing facilities and research laboratories. All other areas of the Department are usually accessible during normal working hours. The convenience of free access to all parts of the building at all times has been balanced against a need to maintain security of components and equipment in stores and in research laboratories. Experience has shown that, unless securely controlled, equipment tends to migrate between laboratories, much to the chagrin of researchers who are conducting experiments or instructors who are trying to maintain instrumentation for undergraduate teaching purposes. Access to stores and equipment is further discussed in Section 5.5. Keys for graduate students are authorized by your supervisor and he or she has to submit a request to Technical Services at http://www.ece.queensu.ca/department/technicalservices.html and Mrs. Mary Gillespie in WLH 416 (Department main office), will then release the keys to you. New graduate students may sign out keys as soon as they have fully registered. 5.3 Library The Douglas Library (south-east corner of University Avenue and Union Street) has as its primary function the role of the Engineering and Science Library. All registered graduate students may use the facilities of the library, and may borrow books on presentation of their student card at the check-out.
8 The Department of Electrical and Computer Engineering and School of Computing (ECE/CISC) library is located on the second floor of Douglas Library. Both undergraduate and more specialized graduate level texts are available, and books (apart from those designated as reference or reserve texts) may be borrowed. Bound volumes of research journals may be borrowed for a three day period. Unbound journals may be photocopied within the library only. The librarian will be glad to show graduate students the capabilities of the computerized library system and the procedures for borrowing materials. Queen’s University Libraries hold information workshops each fall for new graduate students. 5.4 Computers 5.4.1 ECE Department Computer Accounts In addition to the computer accounts issued by the University, graduate students usually have two computer accounts in the ECE department: a Windows PC account for general department use and a Unix account for research purposes. To obtain your Windows PC and Unix accounts your supervisor must submit a request to Technical Services at http://www.ece.queensu.ca/department/technicalservices.html. You must have activated your netid before this request can be done and you can activate your netid at http://www.queensu.ca/its/netid.html .
5.4.2 Equipment Each research area in the Department will have instrumentation, electrical equipment and computing hardware for the activities being carried out. This equipment will normally have been acquired from research funds and should not normally leave that research area. If a student requires a new computer (with the supervisor’s approval of course), the hardware and software requirements should be discussed with a Technician. It is important to note that all equipment bought with research or departmental funds worth over $500 must be registered in the ECE department inventory by Technical Services. 5.5 Technical Services
ecetech@post.queensu.ca
5.5.1 Buying Hardware and Components Data sheets for most electronic components are available on the manufacturer’s web sites. Your supervisor’s permission is required before a graduate student can purchase components through Technical Services, Rm. 101.
9 In order to purchase components email Technical Services: ecetech@post.queensu.ca . Remember to cc your supervisor in the email, your supervisor can approve the purchase by responding to the email and supplying the account code the purchase is to be charged to. The other option to purchase components is to email your supervisor your request and he/she can forward the request to ecetech@post.queensu.ca with the required account code. Please supply the supplier’s part number as well as the manufacturer’s part number if possible as it will speed up the ordering process. If you are ordering a number of parts it is helpful if you attach a spreadsheet file of your parts list. Printer paper is available through the Department main office - reception. Only your supervisor can give you authority to purchase printer paper. Your supervisor can preauthorize your purchase of printer paper. 5.6 Workshops 5.6.1 Electronics Workshop For the development, construction and maintenance of electronic equipment, graduate students should consult a Technician. The Technicians are a valuable source of information and advice on the development and use of electronics/computing hardware and instrumentation. If you have a question, discuss it with them. Specific jobs can be requested by your supervisor and a Work Order issued. 5.6.2 Machine Shop and Tools A shop is located in Beamish Munro Hall room 108. There is a trained technician to assist you. 5.7 Secretarial Services The secretarial services of the Department office are provided primarily for the academic staff. The photocopier equipment in the Departmental office is for the use of staff only. TAs may use photocopiers with permission of the course instructor or office staff. The office equipment has been provided for use by the office staff and is not available to students.
10 6.
FINANCIAL SUPPORT
6.1 Scholarships, Fellowships, Awards, and Research Assistantships There are several sources of financial support for graduate students. These include external scholarships (see Section 11.3); Fellowships, Awards, and Tuition Awards allocated by the School of Graduate Studies; Awards allocated by the Department; and Research Assistantships provided by members of the academic staff. Financial support for a student consists of a combination of funds from different sources. It is important for first year graduate students, who have received support from the School of Graduate Studies or the Department, to realize that these funds may not be renewable. The funds are intended to assist members of the academic staff in providing financial support to students, not necessarily to provide support throughout entire programs. 6.2 Teaching Assistantships 6.2.1
Financial Aspects
The Department has a limited T.A. budget, which allows about 60 T.A.’s to be awarded annually. Continuing students who have conducted their duties conscientiously have priority. However, M.A.Sc. (Ph.D.) students will normally be offered a T.A. only during the first two (four) years of their program. The allocation of Teaching Assistantships is carried out by a committee consisting of two faculty members and the Graduate Program Assistant. 6.2.2
Responsibilities
At the beginning of Fall Term, those holding TA’s will receive a note indicating the courses to which they are being assigned. The professor who is teaching those courses will be identified, and you should contact him or her as soon as possible. The professor will try to determine how to use your particular skills to best advantage in the course, bearing in mind your experience and any time constraints resulting from your course schedule. When the duties have been agreed to, a “Teaching Assistant Agreement” form must be completed and signed by both the TA and the instructor outlining the duties and hours of the TA. The responsibility of holding a teaching assistantship should not be taken lightly. The professor and the graduate students associated with a particular course should work as a team to inform and stimulate the students. One of the most frequent comments obtained when undergraduate students complete course assessments (at the end of term) relates to marking. As you will appreciate from your undergraduate days, students like to get assignments and reports marked constructively and returned quickly. In the past, students have commented that work is often returned with little more than a mark noted. The way in which assignments and reports are to be marked should be discussed with the professor in charge of the
11 course. It is appreciated that marking many similar papers can be tedious; however, the time that you are expected to devote to your teaching assistantship each term should be adequate for you to complete your responsibilities effectively. It is required that all new TA’s attend a Department TA workshop. Workshops are held in September and January. New TA’s will be notified by email of dates of the workshop. Resources for TA’s can also be found at the Centre for Teaching and Learning webpage ( http://www.queensu.ca/ctl/ ).
7.
CONFERENCE TRAVEL AWARDS
Currently registered full-time graduate students who are authors or co-authors of a technical paper being presented at a conference, may apply to the Department for a Conference Travel Award. Students will be reimbursed after the conference takes place and they must submit the appropriate receipts and proof of attendance at the conference and Graduate Conference Award Form. The form can be found in the Department main office. Application forms for the Conference Travel awards must be submitted to Ms. Kendra Pople-Easton in WLH 416.
8.
PROCEDURE FOR APPEALS AGAINST ACADEMIC DECISION
The Department follows the regulations from the calendar of the School of Graduate Studies and Research. For details see website: http://www.queensu.ca/sgs/forstudents/policiesprocedures.html#appealacademic 9.
COLLABORATIVE RESEARCH
The publication of results presented in graduate student theses is strongly encouraged. As a student’s research is usually supported by the supervisor’s research funding (by the award of a research assistantship and/or by the provision of equipment and supplies), and as thesis research is usually a collaborative effort of student and supervisor, some form of joint authorship of publications is usually appropriate. Incoming graduate students are encouraged to discuss joint authorship arrangements with their supervisor at the beginning of their graduate program. The following guidelines reflect the conventions pertaining to collaborative research that exist in the Department of Electrical and Computer Engineering. 1.
The graduate student is usually first author on publications arising directly from his/her thesis research, but an agreement on this should be reached between the supervisor and student.
12 2.
When a significant amount of additional research is required to produce publishable material, or when the student contributes little to the writing of a paper, the supervisor may be the first author.
3.
If a student expects to be sole author on publications based on all or part of his/her thesis research, this should be discussed in advance with the supervisor and an early agreement in writing must be reached.
4.
Students who are not enrolled in a graduate program but are employed as research assistants should not expect joint authorship of their supervisor’s publications, unless they have made a significant original contribution to the research. In some instances, research could be supported by external agencies which may have certain rights with regard to publications, or a supervisor may have a policy differing from the general guidelines given here. In such cases, the supervisor must reach an early agreement in writing with the graduate student setting forth the publication practice in this area of activity.
10. POLICY ON OWNERSHIP OF INTELLECTUAL PROPERTY The University has a formal policy on ownership of intellectual property including software. Students are encouraged to discuss this aspect of their work with their supervisor before beginning the research work in order to avoid any misunderstandings later on. To find out more on Queen’s formal policy please visit the following website http://www.queensu.ca/sgs/academicsupport/intellectualpropertyguidelines.html on the School of Graduate Studies website.
11. REGULATIONS OF THE SCHOOL OF GRADUATE STUDIES 11.1 The Calendar The conduct of graduate studies at Queen’s is governed by the regulations contained in the Calendar of the School of Graduate Studies found at http://www.queensu.ca/calendars/sgsr/index.html Graduate students should familiarize themselves with the regulations which pertain to their program.
13 11.2 Promotion to the Ph.D. Program Students who are registered in an M.A.Sc. program may be considered for promotion to a Ph.D. program after completing at least two terms on the Master’s program and before completing five terms in a Master’s program at Queen’s University and if they have demonstrated outstanding academic performance/ability and shown exceptional promise/ability in their research. Students who are interested in promotion should discuss this with their supervisors early in the spring term (assuming first registration in the previous September). There is a potential time saving of perhaps a year in completing a Ph.D. program this way. The recommendation for the promotion shall be made by the Head or Graduate Coordinator in a memorandum to the Chair of the Engineering and Applied Science Graduate Council and must be countersigned by the student to acknowledge that he/she agrees with the proposal to promote him/her and that he/she cannot revert to the Master’s program at a future date. 11.3 Scholarships The School of Graduate Studies awards Fellowships to highly qualified M.A.Sc. students, for the first two years of their program, and Ph.D. students, for the first four years of their program, on the recommendation of the Department. However, candidates must normally apply for external funding to be eligible for consideration. Financial support is also available in the form of Queen’s Graduate Awards. For continuing students, the major external award competitions are the NSERC Postgraduate Scholarships (open to Canadians and Landed Immigrants) and the Ontario Graduate Scholarships (open to all). Both of these competitions require applications to be made in the fall term. Notices will be sent to all graduate students at that time. Currently, the NSERC Postgraduate Scholarships are valued at $17,300 per year for PGSM awards and $21,000 per year for PGSD awards and are available to a graduate student for a maximum total of four years. Normally, a student would enter a Master’s program holding a PGSM award. Beyond the second year, if the student is pursuing a Ph.D. degree, a PGSD award is available, renewable for two or three years. The Ontario Graduate Scholarship is currently valued $15,000 per year and is non-renewable beyond one year. Students may apply in any subsequent year of study. 12. TIME TO COMPLETE DEGREE REQUIREMENTS 12.1 Normal Times for Completion Requirements for the M.A.Sc. degree can be (and have been) completed within 18 months of initial registration. Times between this and 30 months are reasonable, depending on the nature of the research being undertaken and other factors. A continuing problem arises when students who have most (or all) of their research work completed decide to take up employment, usually away from Kingston. On a part-time basis, these
14 students can take up to a total of 5 years to complete the degree requirements. Documented experience shows that only a fraction of part-time, off-campus students actually complete their degree requirements. The Department urges that students consider not taking up employment until they have a written thesis in hand. It is a difficult decision, of course, but usually, 2 additional months spent finishing a thesis can make the difference in obtaining the degree or not. Please feel free to discuss your plans and problems in this regard with the Coordinator of Graduate Studies. The M.Eng. (project or courses only) can be completed in 1 year. A time frame for completion of the Ph.D. degree is more difficult to define but the Departmental schedule for the Comprehensive Examinations is designed to aid Ph.D. candidates in establishing their research directions at an early stage in their programs. In most cases, a four year period of full-time studies will be sufficient to complete the degree requirements. 12.2 Departmental Policy Regarding Extensions of Time Time limits for completion of the M.A.Sc. and Ph.D. degree requirements are five and seven years, respectively. The School of Graduate Studies has in place formal procedures for requesting extensions of time. The following is an outline of the policies and procedures of the Department of Electrical and Computer Engineering regarding requests for time limit extensions. 1. Consideration of a recommendation for an extension of time requires a written request from the student before the expiration of the program. The student, in consultation with the supervisor, must submit a detailed plan for completing the degree requirements (normally, the thesis) within the requested extension period (normally, one year). The plan must address the problem of generating the time required to carry out the work. For example, it may be necessary to obtain leaves of absence and/or use holiday time to work on-campus. Unless the plan is deemed by the Department to be realistic and to provide a reasonable probability of completion within a one year period, no extension of time will be recommended. 2. Normally, only one extension of three terms (one year) will be considered. An exception would be the case of a completed thesis for which an examination is pending. Second and subsequent extensions of three terms will only be considered in cases where documented circumstances beyond the control of the student have made it impossible to carry out the work as planned.
15 13. POLICY REGARDING FAILED COURSES The School of Graduate Studies regulations states that a minimum of second class standing (65%) must be attained in all courses taken as primary to the program. In special circumstances, the Department may recommend that a student be permitted to repeat a failed course or take a substitute course. The following are the policies of the Department of Electrical and Computer Engineering regarding failed courses. 1. In the case of a student’s first failed primary course, the Department will consider recommending that the regulation be waived and the student be required to repeat the failed course. Such a recommendation will take into consideration the student’s performance in other primary courses and should not be considered as automatic. The Department may recommend substitution for a first failure when repeating the course would delay graduation. 2. The Department will not normally recommend waiver of the regulation in the case of a second failure and the student will be asked to withdraw from the program.
14. CLOSING REMARKS You are entering a department that has developed a reputation for research excellence, as a result of the efforts of previous generations of graduate students, and their faculty supervisors. We hope that your work will continue this tradition. Let me close by expressing the hope that you will have an enjoyable and intellectually stimulating stay at Queen’s University. If you have any questions of an academic, research, or personal nature, the first person to approach is your supervisor. If you wish to discuss anything with me, I am available any time that I do not have a prior commitment. You can arrange for an appointment to see me by contacting the Graduate Program Assistant or by e-mailing me directly. Sincerely, Dr. A. Freundorfer Associate Professor and Coordinator of Graduate Studies