thesis director meaning

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The Thesis Process

The thesis is an opportunity to work independently on a research project of your own design and contribute to the scholarly literature in your field. You emerge from the thesis process with a solid understanding of how original research is executed and how to best communicate research results. Many students have gone on to publish their research in academic or professional journals.

To ensure affordability, the per-credit tuition rate for the 8-credit thesis is the same as our regular course tuition. There are no additional fees (regular per-credit graduate tuition x 8 credits).

Below are the steps that you need to follow to fulfill the thesis requirement. Please know that through each step, you will receive guidance and mentorship.

1. Meet with Your Research Advisor

Upon admission to the program, set up an introductory meeting with your Research Advisor to discuss potential thesis topics as well as course selections that can support your thesis path. 

When you have completed between 24 and 32 credits, you work more intensively with your assigned Research Advisor to determine a specific thesis topic.

Log in to MyDCE , then ALB/ALM Community to schedule an appointment with your assigned Research Advisor via the Degree Candidate Portal.

Failure to work with your Research Advisor initially and then more intensively may result in your Crafting the Thesis Proposal (CTP) Application not being approved (see below) and/or the selection of a different thesis topic.  

Thesis Topic Selection Guidelines

Every effort is made to support research interests that are grounded in your ALM course work, but faculty guidance is not available for all possible projects. Therefore, revision or a change of thesis topic may be necessary.

• The above point about topic selection is particularly pertinent to scientific research (e.g., biology) that is dependent upon laboratory space, project funding, and access to private databases.
• This point is also critical for our candidates in ALM, liberal arts fields (i.e., anthropology, English, government, history, international relations, psychology, and religion) who are required to have Harvard faculty direct their thesis projects. Review Harvard’s course catalog online ( My.Harvard.edu ) to be sure that there are faculty teaching courses related to your thesis topic. If faculty are not available, you will need to choose an alternative topic.
• Your topic choice must be a new area of research for you. You cannot re-purpose prior research. If you want to draw or expand upon your own previously written scholarship for a small portion of your thesis, you need to obtain the explicit permission of your research advisor and cite the work in both the proposal and thesis. Violations of this policy will be referred to the Administrative Board.

We’ve put together this guide  to help frame your thinking about thesis topic selection.

While it is natural to follow your interests in selecting a thesis topic, it is important to avoid choosing a topic where your own passions might produce insurmountable biases and assumptions. A thesis is not a piece of advocacy work where you are out to prove something that you already believe. Thesis projects must take a fair and balanced stance by bringing in differing points of view from respected scholars in the field. 

2. Prepare Your Crafting the Thesis Proposal Application

Once you and your Research Advisor have confirmed your thesis topic, the next step in the process is to prepare and submit the CTP Application in order to gain registration approval for the Crafting the Thesis Proposal (CTP) tutorial or course.

The CTP Application process confirms that you have done enough prior reading and thinking about your thesis topic to generate a pertinent and answerable research question. Pre-CTP preparation is critical as it helps to ensure that you will benefit from and succeed in the CTP.

Application Approvals and Denials. Your Research Advisor will provide feedback on your CTP Application.  If your application is not approved after 3 submissions, your Research Advisor cannot approve your CTP registration. 

If not approved, you’ll need to take additional time for further revisions and submit a new CTP Application during the next CTP submission cycle (if your five-year degree completion date allows).

Application Eligibility Requirements. To be eligible to submit a CTP Application, you need to (1) be in good standing and (2) have completed a minimum of 32 degree-applicable credits, including the research methods/statistics and Engaging in Scholarly Conversation requirement, if required for your field.

Advising Note for Psychology Candidates View More

Students in psychology sometimes face difficulty securing necessary IRB approvals for certain projects. For this reason, Research Advisors will not approve proposals that raise significant concerns about feasibility. Such concerns include cases where projects would require the researcher to possess a level of expertise or experience exceeding documented capabilities, as well as instances where the researcher is unlikely to be able to obtain appropriate faculty supervision for a proposed topic, question, method, or procedure. You must schedule an appointment with your Research Advisor at least three months in advance of the CTP Application deadlines to discuss potential research projects to ensure adequate time for assistance in developing a viable project idea.

Advising Note for Biology and former Biotechnology and Bioengineering and Nanotechnology Candidates View More

Thesis projects in these fields are designed to support ongoing scientific research happening in Harvard University, other academic institutions, or life science industry labs and usually these are done under the direction of a principal investigator (PI). Hence, you need to have a thesis director approved by your research advisor  prior  to submitting CTP Application. Your CTP Application is then framed by the lab’s research. Schedule an appointment with your research advisor a few months in advance of the CTP Application deadlines in order to discuss potential research projects and thesis director assignment.

The CTP Application is sent to our central email box:  [email protected] by the following firm deadlines:

• June 1 for fall CTP
• November 1 for spring CTP.  
• September 1 for the three-week January session (ALM sustainability candidates only)
• International sustainability students who need a student visa to attend Harvard Summer School must be officially admitted to the degree program before February 1, must submit the CTP Application on February 1, and must register for the CTP course on March 1 in order to submit timely I-20 paperwork. See international students guidelines for more information.

3. Register and Successfully Complete Crafting the Thesis Proposal

Once your CTP Application is approved, you register for the Crafting the Thesis Proposal (CTP) tutorial or course as you would any other degree requirement.

The goal of the CTP is to produce a complete, well-written draft of a proposal containing all of the sections required by your Research Advisor. Creating an academically strong thesis proposal sets the foundation for a high-quality thesis and helps garner the attention of a well-respected thesis director.

Thesis proposals typically include approximately 15 to 20 pages of text, in addition to any required reference sections, such as bibliographies and glossary/definition of terms.

Tutorial experience. The fall and spring CTP  tutorials are not courses in the traditional sense. Although there will be assignments for you to complete during the CTP, with due dates, and there will be times when you and your classmates meet as a group with your Research Advisor, there won’t be a regularly scheduled class meeting time for the CTP. 

The main work for the CTP will consist of your working independently on your proposal with your Research Advisor by submitting multiple drafts and scheduling individual appointments.

Grading. You need to make self-directed progress on the proposal without special prompting from the research advisor. You receive a final grade of SAT or UNSAT (failing grade).

You are expected to incorporate all of your Research Advisor’s feedback and be fully committed to producing an academically strong proposal leading to a thesis worthy of a Harvard degree. If you are unable to take advice from your Research Advisor, follow directions, or produce an acceptable proposal, you will not pass the CTP.

The CTP for sustainability is a three-week course in the traditional sense and you receive a letter grade, and it must be B- or higher to receive degree credit for the course.

Academic Integrity. Successful CTP completion also includes a check on the proper use of sources according to our academic integrity guidelines. Violations of our academic integrity policy will be referred to the Administrative Board.

Maximum of two attempts . If you don’t pass the CTP, you’ll have — if your five-year, degree-completion date allows — just one more attempt to complete the CTP before being required to withdraw from the program. If you fail the CTP just once and have no more time to complete the degree, your candidacy will automatically expire. Please note that a WD grade counts as an attempt.

If by not passing the CTP you fall into poor academic standing, you will need to take additional degree-applicable courses to return to good standing before enrolling in the CTP for your second and final time, but only if your five-year, degree-completion date allows. If you have no more time on your five-year clock, you will be required to withdraw from the program.

Human Subjects

If your thesis, regardless of field, will involve the use of human subjects (e.g., interviews, surveys, observations), you will need to have your research vetted by the  Committee on the Use of Human Subjects  (CUHS) of Harvard University. Please review the IRB Lifecycle Guide located on the CUHS website. Your research advisor will help you prepare a draft copy of the project protocol form that you will then finalize with your thesis director to send to the CUHS. 

Given the amount of time that can be required for IRB review, drafting of the required CUHS project protocol forms need to be started with your Research Advisor during the CTP tutorial, before a thesis director has been assigned.

4. Post-CTP Proposal Approval, Thesis Director Assignment, and Registration

Successfully completion of the CTP means you have completed a well-written full draft proposal. Ordinarily, this full draft is not a final accepted proposal. Most students reach the final accepted proposal stage by submitting additional changes and edits to their RA post-CTP.

Post-CTP Changes and Edits Deadline. We expect you to work diligently and quickly with your RA post-CTP to move from full draft to final proposal stage. Indeed, you should have an approved final proposal and be registered in the thesis soon after CTP completion, within weeks, but no later than 3 months. You cannot delay. If you take longer than 3 months after the CTP to register for the thesis, you may be required to retake the CTP.

Thesis Director Assignment. Once your RA has determined that your draft has reached the final proposal stage, you move to the thesis director assignment stage. The Research Advisor places you with a thesis director by sending out your final proposal to prospective Thesis Directors.

Do not approach faculty to ask about directing your thesis.  You may suggest names of any potential Thesis Directors to your Research Advisor, but it must be the Research Advisor who makes contact with them. (If they are eligible/available to direct your thesis, after you have an approved thesis proposal.) You are not permitted to approach faculty to ask them about directing your thesis. The decision of your Research Advisor regarding the appointment of your Thesis Director is binding.

Registration. When a Thesis Director has been identified or the thesis proposal has been fully vetted by the preassigned life science Thesis Director, you will receive a letter of authorization from the Assistant Dean of Academic Programs officially approving your thesis work and providing you with instructions on how to register for the eight-credit master’s thesis. The letter will also have a tentative graduation date as well as four mandatory thesis submission dates (see Thesis Timetable below).

When registering for the thesis, you will have two weeks to pay in full.  This is an eight-credit course, so be sure to have the necessary funds available when you register.

You must be good academic standing to register for the thesis. If not, you’ll need to complete additional courses to bring your GPA up to the 3.0 minimum prior to registration.

Thesis Submission Deadlines and Graduation Timetable

The thesis is a 9-to-12-month project that begins after the Crafting the Thesis Proposal (CTP); when your Research Advisor has approved your proposal and identified a Thesis Director.

The date for the appointment of your Thesis Director determines the graduation cycle that will be automatically assigned to you:

As you can see above, you do not submit your thesis all at once at the end, but in four phases: (1) complete draft to TD, (2) final draft to RA for format review and academic integrity check, (3) format approved draft submitted to TD for grading, and (4) upload your 100% complete graded thesis to ETDs.

Due dates for all phases for your assigned graduation cycle cannot be missed.  You must submit materials by the date indicated by 5 PM EST (even if the date falls on a weekend). If you are late, you will not be able to graduate during your assigned cycle.

If you need additional time to complete your thesis, you need to formally request an extension by emailing that petition to:  [email protected] .  Regardless of when you started, the maximum allotted time to complete your thesis, including any granted extensions of time is 12 months.

Advising Tip to Meet Your Five-Year Deadline: The last possible time you can register for the CTP to meet your five-year deadline date is the fall term two years prior or, if a sustainability student, in the January session one year prior. It is not, however, recommended to wait this long. Indeed, it is vigorously discouraged.

For example, if your five-year deadline is May 2026:

• Complete the CTP in fall 2024 (or in January 2025, if a sustainability student)
• Be assigned a Thesis Director (TD) in March/April 2025
• Begin the 9–12-month thesis project with TD
• Submit a complete draft of your thesis to your TD by February 1, 2026
• Follow through with all other submission deadlines (April 1, April 15 and May 1 — see table above)
• Graduate in May 2026

5. Working with Your Thesis Director

You must work diligently and independently, following the advice of your Thesis Director in a consistent, regular manner equivalent to full-time academic work to complete both the research and the writing phases of your thesis by your required timeline.

You are expected to incorporate all of your Thesis Director’s feedback and be fully committed to producing an academically strong thesis worthy of a Harvard degree. If you are unable to take advice from your Thesis Director, follow directions, or produce an acceptable scholarly thesis product, you will not receive a passing grade.

You are required to produce at least 50 pages of text (not including front matter and appendices). Chapter topics (e.g., introduction, background, methods, findings, conclusion) vary by field.

Once registered in the thesis, we will do a 3-month check-in with you and your Thesis Director to ensure progress is being made. If your Thesis Director reports little to no progress, the Dean of Academic Programs reserves the right to issue a thesis not complete (TNC) grade (see Thesis Grading below).

6. Thesis Template, Format Review, and Academic Integrity Check

All ALM thesis projects must written in Microsoft Word and follow a specific Harvard Extension School format. A properly formatted thesis is an explicit degree requirement; you cannot graduate without it.

You are required to use the Extension School  ALM Thesis Template  or the Extension School ALM Thesis Template for Creative Writing  (specifically designed for creative writing degree candidates). The template has all the mandatory thesis formatting built in.

Besides saving you a considerable amount of time as you write your thesis, the template ensures that your submitted thesis meets the mandatory style guidelines for margins, font, title page, table of contents, and chapter headings. If you use the template, format review should go smoothly, if not, a delayed graduation is highly likely.

Your Research Advisor will complete the format review  prior  to submitting your thesis to your Thesis Director for final grading according to the Thesis Timetable (see above).

Academic Integrity. Format review also includes a check on the proper use of sources according to our  academic integrity  guidelines. Violations of our academic integrity policy will be referred to the Administrative Board.

7. Mandatory Thesis Archiving

Once your thesis is finalized, meaning that the required grade has been earned and all edits have been completed, you must upload your thesis to Harvard University’s electronic thesis and dissertation submission system (ETDs).

Uploading your thesis ETDs is an explicit degree requirement; you cannot graduate without completing this step. Furthermore, no changes to the thesis are allowed once it has been graded and archived in ETDs.

The thesis project will be sent to several downstream systems:

• Your work will be preserved using Harvard’s digital repository DASH (Digital Access to Scholarship at Harvard).
• Metadata about your work will be sent to HOLLIS (the Harvard Library catalog).
• Your work will be preserved in Harvard Library’s DRS2 (digital preservation repository).

By submitting work through ETDs @ Harvard you will be signing the Harvard Author Agreement. This license does not constrain your rights to publish your work subsequently. You retain all intellectual property rights.

For more information on Harvard’s open access initiatives, we recommend you view the Director of the Office of Scholarly Communication (OSC), Peter Suber’s brief introduction .

Thesis Grading

You need to earn a grade of B- or higher in the thesis. If you fail to complete substantial work on the thesis, you will earn a grade of TNC (thesis not complete). If you have already earned two withdrawal grades, the TNC grade will count as a zero in your cumulative GPA.

If you earn a grade below B-, you will need to petition the Administrative Board for permission to attempt the thesis for a second and final time. The petition process is only available if you are in good academic standing and your five-year, degree-completion date allows for more time. Your candidacy will automatically expire if you do not successfully complete the thesis by your required date.

If approved for a second attempt, you may be required to develop a new proposal on a different topic by re-enrolling in the CTP and being assigned a different thesis director. Tuition for the second attempt is calculated at the current year’s rate.

If by not passing the thesis you fall into poor academic standing, you’ll need to take additional degree-applicable courses to return to good standing before re-engaging with the thesis process for the second and final time. This is only an option if your five-year, degree-completion date allows for more time.

The Board only reviews cases in which extenuating circumstances prevented the successful completion of the thesis.

Harvard Division of Continuing Education

The Division of Continuing Education (DCE) at Harvard University is dedicated to bringing rigorous academics and innovative teaching capabilities to those seeking to improve their lives through education. We make Harvard education accessible to lifelong learners from high school to retirement.

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• Doctoral Candidate

Life as a supervisor

Supervising a doctoral candidate is one of the missions of researchers and academic researchers and is an essential step in their career. The term "supervisor" is used to designate the thesis director, the co-director or any person who contributes significantly to the supervision of the doctoral candidate.

Published on 24/06/2020 - Updated on 5/05/2022

The thesis director is the person who signs any administrative documents associated with the doctoral program. He or she develops the subject of the research project in consultation with the doctoral student and ensures its originality, its feasibility within the planned duration, and that all scientific, material and financial conditions are met to guarantee the proper conduct of the research work. The thesis director is also responsible for the scientific direction of the doctoral research project, a responsibility which can be jointly assumed with a thesis co-director. When the co-director is affiliated with another French university, the co-direction is formalised in an agreement signed by both parties. 

Co-supervisors can also contribute to the supervision of the doctoral candidate. In this case, the respective responsibilities and duties of each must be determined with the doctoral candidate from the beginning of the preparation of the doctorate and set out in the training agreement that is signed upon first registration for the doctorate. This agreement may be modified at the time of each re-enrolment. The term “supervisor” therefore encompasses the thesis director, the co-director and any person making a significant contribution to the supervision of the doctoral candidate.

Within the framework of a co-supervision agreement with one or more foreign higher education institutions, doctoral candidates carry out their work under the responsibility, in each of the countries concerned, of a thesis director who carries out their supervisory duties in collaboration with the other thesis director(s).

In France, the habilitation to direct research (HDR) is a national higher education diploma that is required to direct a thesis. (See the decree on doctoral training). However, there are exceptions to meet specific situations.

The missions of thesis directors

Being a thesis director is not only about monitoring the research project, it also means accompanying doctoral candidates in their professional development and preparing their professional future. The function of thesis director therefore includes a strong dimension of managing the work and careers of doctoral candidates, including: supervision of research, implementation of strategies for publishing and promoting results, and drawing up a career development plan.

Thesis directors develop the subject of the research project in consultation with the doctoral candidate. They ensure that it is original, that it is feasible within the envisaged time frame, and that all the scientific, material and financial conditions have been met to guarantee the smooth running of the doctoral candidate's research work. 

Thesis directors individually supervise the doctoral candidates who are under their supervision and commit to regular and frequent appointments to support them with their doctoral project. They have a maximum possible number of doctoral candidates under their responsibility, a number defined by the doctoral school they belong to. Thesis directors validate the scientific quality of the approach followed and the results obtained with the doctoral candidates, and ensure that doctoral candidates acquire autonomy in the course of their research activity. They instil research ethics and scientific integrity into doctoral candidates. 

Thesis directors also ensure that doctoral candidates are well integrated into the scientific community and particularly into the research unit. They accompany doctoral candidates to allow the best possible promotion of their work on a local, national and international scale. 

Thesis directors support doctoral  candidates in their professional project and set up the conditions necessary for the development of their skills and the promotion of the knowledge created by their research. Thesis directors undertake to ensure that the doctoral candidates they supervises have the necessary time to participate in further training, as well as in the life of their research unit and their doctoral school. When other people (co-director or co-supervisor) are involved in the supervision, thesis directors coordinate the supervision team and ensure the coherence of the instructions given to doctoral candidates.

Finally, thesis directors participate in the life of their doctoral school (participation in individual monitoring committees, juries or admission committees, scientific days, etc.).

Accompanying supervisors in their missions

To help the supervisors in their duties, for over 15 years, the doctoral college has been offering them support in the form of workshops in small groups which help them to understand the current issues of doctoral training and the evolution of the supervisor's role. This includes understanding the importance of the professional project for doctoral candidates and the supervisor's responsibility in this area, identifying the skills expected of doctors and supporting their development, knowing how to identify areas of progress in the development of a skill and helping doctoral candidates become an expert in their field. A workshop is also dedicated to the issue of recruitment and integration of doctoral candidates into the research unit.

The reference on the reciprocal commitments of the different actors are defined in the doctoral charter.

Guide to best practices, roles and responsibilities

Supervisory relationships at the graduate level.

Good supervision is at the very heart of success for all students and, although students are responsible for their academic progress and success, they will need resource people to help them in their efforts and guide them in research requirements. Additionally, a mutual understanding of the expectations of the parties involved is essential to prevent misunderstandings.  The supervisory relationship is based on healthy collaboration between the student and thesis director(s), with mutual and complementary rights and responsibilities.

These best practices do not replace the policies, regulations nor collective agreements of the University of Ottawa (UO), and do not have legal value. If there is ambiguity between the statements contained herein and any policies, rules or regulations of the UO, the latter shall prevail.

The Ontario Graduate Council has published a document on the principles for graduate supervision at Ontario’s universities ( Principles for Graduate Supervision at Ontario’s Universities, published : June 26 2023 ). This document is the result of a collaboration between several Ontario institutions and is intended to reflect best practices at the provincial level. These best practices guide is a version adapted for the UO.

This guide does not apply to master’s students with a major research paper or project. Please refer to Academic Regulation C-8 Major Research Paper .

The University of Ottawa shares the values cited on the first page of the document on the Principles for Graduate Supervision at Ontario's Universities produced by the Ontario Council on Graduate Studies. In short, all parties responsible for the supervision of graduate students are required to adhere to the fundamental values of higher education cited in the document as well as the following values:

• Collaboration : relationships between students, thesis directors and thesis advisory committees must be focused on collaboration, with the aim of sharing and developing knowledge.
• Respect : Interactions between students, faculty and staff must always be characterized by respect and consideration for others.
• Open communication : students and thesis directors must always strive to communicate in an open and transparent manner.
• Inclusion : Diversity of perspectives and ideas is essential to creating new research ideas. The supervisory environment must encourage expressions of diversity from all parties.
• Integrity : Maintaining high ethical standards is essential in the supervisory relationship. Students and faculty must respect ethical standards related to research, their profession, and the treatment of each other.

Best practices

• Thesis directors
• Thesis advisory committee
• Academic unit

Before the start of a graduate program arrow_drop_down

• examined their academic and professional goals realistically;
• researched the targeted program;
• become acquainted with the regulations and requirements of the desired program in order to satisfy them in a timely manner;
• understood the yearly time commitment dedicated to thesis work (i.e., full-time enrolment in a program is equivalent to a full-time job, where thesis work will involve a large portion of that time);
• noted the financial obligations for planning purposes for the duration of the program;
• Read the documents Essential Requirements – Master’s Thesis, Essential Requirements – Doctoral Thesis and Essential Requirements – Comprehensive Exam (Doctorate) in order to become familiar with the requirements of these activities.
• Students must ensure that they engage in the field of study that excites them sufficiently to sustain their interest throughout their studies. They will be able to determine this by speaking with fellow students and faculty members conducting research in the same area. The information gathering stage should be completed before contacting a potential thesis director.

Thesis director identification

• The student must identify a thesis director to supervise their thesis project. Graduate supervision is one of the most important aspects of graduate studies since this person plays a key role in guiding the research. Note that, in some programs, the selection of the thesis director takes place during the admission process in consultation with the Vice-Dean and/or admission committee. Please confirm the relevant process with your intended program.
• A professor is not required to agree to supervise the work of a student if it seems to the professor that the collaboration will not be fruitful due to a lack of compatibility or, insufficient resources.
• A student could, in some cases, have more than one thesis director. The mention of a thesis director in this document implies the possibility of co-supervision.
• Information to collect before contacting a potential thesis director
• Professors, by research interests.
• Professors, lists via faculty websites . Choose the faculty of your interest and visit their page that lists the faculty members.

Questions to ask yourself for a potential thesis director

Following your meeting with a potential thesis director, ask yourself the following questions:

• Am I interested in this professor's research and the ideas expressed in their seminars, publications and conferences?
• Do we have common research principles and ideals?
• Do I believe this professor would be interested in my ideas?
• Do I know the professor’s academic qualifications?

These questions are important and will ensure a good foundation for the supervisory relationship. It is also important that you think about pragmatic questions, such as:

• Will this professor have enough time to supervise my work?
• Will they report on my progress in a timely manner?
• Do they understand the level of supervision I need?
• Is their supervisory style right for me? (See management styles in the frame below)
• Would I be comfortable working with this person for my thesis?
• Can they provide me with adequate research infrastructure?
• Can they offer me funding opportunities in the form of research grants or help guide my search for financial support?
• Will the funding I will receive be sufficient for the duration of my studies?
• Will they give me the opportunity to participate in networking opportunities (e.g.: conferences) and publications?
• Questions to ask after the meeting with the potential thesis director

Management style of thesis directors

We generally notice four supervisory styles, all with advantages and disadvantages. Ideally, thesis directors will adapt their way of supervising to the learning needs of students throughout their academic career. Note that several interpersonal factors such as the expectations of thesis directors, their personality, or their way of working can influence their way of supervising research and the completion of a thesis.

Directive style : Directs students through each stage of the research until the writing is completed. Students are followed step by step and meet frequently.

Advisor style : Directs students when developing the project, acts as an advisor during the intermediate stages and becomes more directive again during writing.

Guiding style : Directs more closely during the initial stages of research, then gradually becomes less directive as students find their way.

Non-directive style : Allows students to be independent throughout the project. Generally, contacts are less frequent.

Note: If you work in an environment with several people, or in a research team, and you are in contact with colleagues (e.g.: senior graduate students, postdocs) acting as mentors or exercising certain supervision responsibilities, it is your responsibility to validate with your thesis director any directive that will influence your research career. Peer interactions are strongly encouraged. However, your supervisory relationship is with your thesis director who is, in the end, the one responsible for supervision.

Know your obligations, roles and responsibilities arrow_drop_down

• Be duly enrolled in your courses or research activities each term.
• Complete an annual progress report. (Ref. :  C-4 Academic Standing for Graduate Studies | About us (uottawa.ca) )
• Respect the policies, academic regulations, university regulations and those of your program. (Ref. :  Policies and Regulations | About us (uottawa.ca) )
• Know and respect the regulations and the principles of ethics and responsible conduct. (Ref. :  Policy 115: Responsible Conduct of Research ) (Ref. :  Policy 130 - Student Rights and Responsible Conduct | About us (uottawa.ca) ) (Ref. :  Research data management | Library (uottawa.ca) )
• Use resources responsibly.
• Contribute to maintaining a safe environment and show respect towards others.
• Demonstrate academic integrity (honesty, trust, fairness, respect, and responsibility) in all aspects of their roles and responsibilities.
• Respect cultural diversity and demonstrate intercultural curiosity.
• Update your personal contact details in your University Student Center (uoZone).
• Complete your annual progress report.
• Complete the Graduate Supervision Form found at the bottom of this webpage with your thesis director(s). Update the form on a yearly basis, or as needed.

Plan your tasks and activities arrow_drop_down

Plan your path together with your thesis director.

• identifying learning accommodation needs
• the supervisory style
• the frequency of meetings and the development of a schedule
• Intellectual property
• the material resources necessary and available to complete the research
• the method of operation (deadline for submitting corrections, making appointments, etc.)
• constraints on both sides (e.g.: prolonged absence for sabbatical, stay abroad, etc.);
• Establish a detailed research plan and a realistic timeline and maintain relevant documentation (Ref.: C-4 Academic Standing for Graduate Studies | About us (uottawa.ca)
• Discuss with your thesis director the amount of time you plan to devote to coursework, thesis work, and other relevant tasks (e.g., professional training).
• Act on this plan and revise the plan as necessary (e.g., responsibilities often change at the start of a new term, with new courses and professional training opportunities).
• Determine the courses and other training to follow in relation to your program, previous training and professional intentions.
• Make time with your peers, find opportunities to collaborate with your peers. Do not underestimate the importance of maintaining sustained contact with peers to counter isolation.
• Prioritize networking because publications cannot replace professional interactions and exchanges with colleagues, faculty, and staff.

Develop financial strategies arrow_drop_down

• Establish a financial strategy for the duration of your studies.
• Find out about the different sources of financing. Explore possible sources of funding from non-profit or government organizations or other organizations directly or indirectly related to the field of research. (Ref.: Online scholarship application tool:  Applying for scholarships and awards | Study (uottawa.ca)
• Apply to various scholarship competitions from the UO. Plan according to the deadlines of the various competitions. Allow enough time to ensure you have the most competitive application possible.
• Respect the standards and deadlines of funding organizations for obtaining a scholarship or grant.

Communicate efficiently arrow_drop_down

• Ensure effective communication with your thesis director. Collaboratively establish a climate of trust and mutual respect allowing open communication.
• Maintain regular contact with your thesis director and respond within reasonable (pre-established) deadlines to your questions or comments.
• Meet regularly with your thesis director, keep a report of the discussions, and take into account the directives or corrections proposed.
• Allocate reasonable (pre-established) deadlines for your thesis director to provide feedback.
• Quickly inform your thesis director of any circumstances that may interfere with your detailed research plan.
• Discuss possibilities for disseminating your research results.

Plan and communicate remotely with your thesis director (if working remotely is permitted) arrow_drop_down

• Make sure it is possible to work remotely in your program via discussions with your thesis director and the director of your graduate program. There are university programs and regulations that limit telework in certain cases (e.g., in person courses, most teaching assistantship positions). Identify reasonable and achievable tasks and/or goals.
• Discuss with your thesis director how you will remotely access the resources you need to continue moving forward with your research. Ensure IT supports are in place to access data/resources remotely.
• Take appropriate steps to secure your data/information so that it is not easily accessible by any third party.
• Check that your thesis director has your current contact details and share them with other members of your research group if necessary.
• Familiarize yourself with reliable and recommended telecommunications platforms at the UO so that you can connect on time and without technical difficulties.
• Avoid isolation.

Plan your professional development arrow_drop_down

• Discuss your career plan and professional development needs with your thesis director. Your professional development plan can have two components, academic and non-academic, to consider the fact that the majority of those starting graduate studies will have a career outside of academia.
• Prepare a skills’ development plan in line with your professional goals.
• Know the resources available to you to develop your transversal skills with a view to an optimal professional integration, whether it is a career in the industry or outside the academic environment.
• Use relevant resources and follow the training provided to better equip yourself for integration into the workplace. (Ref. Graduate and Postdoctoral Studies Transferable Skill Program )

Be committed and ensure your well-being arrow_drop_down

• Establish a dedicated workspace and create a work routine by identifying reasonable and achievable tasks/goals. (Ref. :  S.M.A.R.T. Objectives )
• Balance your professional and personal life. Stay connected with friends, family, colleagues, and community members to limit feelings of isolation, which can negatively impact your personal well-being. Plan times to socialize.
• Take breaks and build downtime into your schedule. (Ref.:  Pomodoro technique )
• Join support groups or research communities to help with feelings of isolation. Participate in conferences and workshops. (Ref.:  Writing cafés | University of Ottawa (uottawa.ca) )
• Your mental and physical well-being is important. Use UO services and resources necessary for your mental and physical well-being. Ref.:  Health and wellness | Campus life (uottawa.ca) Ref.:  Mental health and wellness | About us (uottawa.ca) Ref. :  Student Health and Wellness Centre - Mental Health | Campus life (uottawa.ca) Ref.:  Immediate support | Campus life (uottawa.ca) Ref.:  Index des ressources pour étudiant(e)s - Santé et mieux-être | Vie sur le campus (uottawa.ca) Ref.:  Athletics and recreation | Campus life (uottawa.ca) )

Note: Your autonomy and ability to take charge of your career path are key factors that have a direct impact on your success in graduate studies. The success of your research project is not only determined by the various types of educational, social, and financial support that the UO offers you, but also by your interests, your energy, and your motivation, as well as by the scope of your research, your thesis subject, and the quality of your research.

Before accepting the candidate under your direction arrow_drop_down

• Discuss with the candidate your philosophy of supervision of graduate students.
• Discuss with the candidate your performance expectations for the students you supervise. This can include challenges with research, copyright, course selection, scholarship applications, and even how to use your time.
• Encourage candidates to express their expectations for the supervisory relationship as well as for potential research projects.
• Ask the candidate about their career aspirations, to better understand their needs.
• If possible, offer to put them in contact with your current students to show them around the campus and/or laboratories.
• Read the candidates' reference letters before making your decision. If these letters are not yet available, it may be a good idea to contact one or two references provided by the candidate.
• If you are agreeing to co-supervise a student, you and the other thesis director need to clearly determine your respective active roles related to the thesis supervision and communicate this information to the student.

Knowing your obligations, roles and responsibilities arrow_drop_down

• Supervise and support your student throughout their program, including the choice of courses, the formulation of a research project and the preparation of a plan for the evolution of the thesis with a view to the final submission.
• Stay on the lookout for any changes in rules, procedures, policies and/or regulations that may have an impact on the progress of your student.
• Stay on the lookout for training for faculty or updates offered by the  Teaching and Learning Support Service (TLSS).
• Ensure that the research environment is safe, healthy, and free from harassment, discrimination, and conflict.
• Complete the annual progress report for your student.
• Complete the Graduate Supervision Form found at the bottom of this webpage with your student(s). Update the form on a yearly basis, or as needed.

Supporting the student in planning their academic path arrow_drop_down

• Discuss course choices and research activities with your student.
• Refer your student to the appropriate UO services. Ref.:  Administration and services | About us (uottawa.ca) Ref. :  A-Z index of IT services | About us (uottawa.ca) Ref.:  Student resources index – Health and wellness | Campus life (uottawa.ca) Ref.:  Contact | University of Ottawa (uottawa.ca)
• Help your student refine a relevant research topic.
• Meet with your student regularly, according to a schedule defined together.
• Provide feedback in a timely manner, within pre-established deadlines. These deadlines should be created in discussion with the student and will depend on the amount and type of feedback required.
• Discuss with your student their research progress and adjust the objectives for the current year. Document the objectives established for the following year at least once a year using the Progress Report form. Carry out the required follow-ups.
• Participate in the selection of members of the thesis advisory committee (if applicable) and in the selection of members of the thesis jury.

Supporting the student in their search for financial support arrow_drop_down

• Advise in the preparation of scholarship applications.
• Write relevant reference letters that demonstrate your student's research skills and potential, experience, and achievements.
• Inform students about any non-traditional funding (e.g.: MITACS) that you are made aware of via the University or colleagues (e.g.: professional associations, non-governmental organizations, charities, etc.).
• Offer funds or explore the possibility of offering funds from your research funds.
• Finance professional development activities such as participation in workshops or conferences, if resources permit.

Communicating efficiently arrow_drop_down

• Set clear standards and expectations.
• Review and provide constructive criticism, in a timely manner, on submitted drafts, thesis and/or publications and on research techniques and methods.
• Hold regular meetings with students.
• Notify your student of any prolonged absence and arrange for a replacement to supervise the research work if necessary.

Supervising students remotely (if permitted) arrow_drop_down

• If your students must work or conduct research remotely, do everything possible to maintain the consultation/meeting/report schedule you have in place. Adjustments to account for time zones may be necessary in certain situations.
• Expectations for what can reasonably be accomplished remotely should be clearly communicated. Previous objectives/steps could be reviewed and adjusted accordingly.
• Discuss possible impacts on the activities and deadlines of collaborators or external partners, as well as any travel planned as part of the research. Develop strategies with the student to deal with them.
• Example: Faculty of Medicine: Remote Supervision of Graduate Students and Postdoctoral Fellows - https://www.uottawa.ca/faculty-medicine/graduate-postdoctoral/professors-hub/remote-supervision-graduate-students-postdoctoral-fellows

Advising the student on their professional development arrow_drop_down

• Play a mentoring role throughout the studies and help your student in their professional development. Inform them of the resources available internally. (Ref. Graduate and Postdoctoral Studies Transferable Skill Program )
• Communicate information to your student about conferences and venues of interest for publications.

Being committed to your role as thesis director arrow_drop_down

• Must consider the supervision of a graduate student as a partnership.
• Treat your student fairly, inclusively, and equitably.
• To the extent possible, encourage research experiences where your student may have opportunities to expand their research activities through the production of presentations or scholarly publications.
• Help and advise your student when they are writing articles and their thesis.
• Recognize that there is a power difference between you as the thesis director and your student and show respect for their rights as student.
• If necessary, consult the members of the thesis advisorycommittee or the director of the graduate program.

The thesis advisory committee (when there is one) are the people, alongside the thesis director(s), who guide the student from the start of their research until the final submission of the thesis. It is established by the thesis director(s) in consultation with the student and is approved by the Graduate Program Director. The committee should consist of members (experts) knowledgeable in the areas important to the research topic.

Roles and responsibilities of thesis advisory committees

• Guide the student from the start of their research until the final submission of the thesis.
• Provide advice to the student on planning their thesis and on their research and writing work.
• Make yourself available to discuss ideas or to offer advice on other matters related to the thesis and research.
• Be part of the jury (except for the thesis director), responsible for evaluating the thesis at the end of the course.

Meetings with the thesis advisory committee

The committee meets according to a schedule set by the committee itself, generally once a year, or as established by the program. Usually, it is up to the student to call the meetings. The student can request additional meetings as needed. Please note that official leaves on the part of a professor or the student may affect this schedule.

The thesis director, the graduate program director or the thesis advisory committee may request that meetings be convened at shorter intervals if the progress of the research work becomes a source of concern.

Example of a thesis advisory committee’s agenda:

• Purpose of the meeting;
• Review of the points discussed during the previous meeting and progress made so far;
• Discussion and clarification of the topics to be covered, ideas and questions that arise;
• Next steps arising from the discussion;
• Establish the documents to be submitted before the next meeting and the deadlines for submitting documents.
• Agree on the date of the next meeting of the thesis advisory committee.

Roles and responsibilities of academic units (schools or departments)

• Present clear objectives and concrete information regarding the structure of your program (e.g., overview of requirements, options, and deadlines).
• Define criteria for evaluating program requirements, including courses, comprehensive exams (if applicable), research activities and progress reports.
• Make available to all students the research interests of the faculty so that they can identify their thesis director in an informed manner.
• Develop and implement policies relating to financial support offered to students and communicate them well.
• Inform students of important deadlines that concern their academic record (e.g., external scholarship applications, submission of progress reports).
• In addition to thesis directors doing so, communicate information about conferences intended for graduate students.
• Monitor and evaluate student research progress at least once a year. Review and, if necessary, add comments to the student progress report form.
• Provide all new students with an orientation session.

Note: Graduate studies program directors and the office of graduate studies office help academic units meet these roles and responsibilities.

Situations of conflict (relational disputes)

Occasionally, the mentoring relationship faces challenges. A conflict can arise when an action, gesture or word is perceived with an intention of aggression or a lack of respect from the other towards oneself. When such a situation arises, avoid responding out of emotion, denigrating the person, or taking revenge. These reactions are undesirable and should be avoided. Also, you should not suffer in silence. We encourage the following steps to resolve conflicts in the supervisory relationship. Some examples of conflict are: rare or absent communications, lack of repeated follow-ups, lack of supervision, hurtful comments, personal criticism that gives the feeling of harming the person instead of being exclusively interested in the work, perception of abuse of power, etc.

• Steps to resolve a conflictual situation
• Termination of the supervison
• Available resources

The steps listed should be followed gradually, but we recognize that some situations will not allow this. If you or someone you know is experiencing discrimination, harassment or sexual violence, you can contact the Human Rights Office directly ( To Book an appointment | About us (uottawa.ca) ).

At any time during the process below, any party may consult the Office of the Ombudsperson. The Office offers an independent, impartial, and confidential service to all members of the university community to help them find fair and equitable solutions ( https://www.uottawa.ca/about-us/office-ombudsperson ).

During all stages of dispute resolution, the student may be assisted by a person of their choice. The student's use of dispute resolution provisions has no impact on their grades or their academic career.

Step one: Discussion between the parties involved arrow_drop_down

Anyone experiencing relationship conflict should first attempt to resolve the matter amicably between the parties involved.

If possible, we should curb any impulsive reactions and take a step back to think more objectively about the situation. Do not wait for the conflict to resolve itself by the simple passage of time, because it risks escalating and being difficult to resolve.

To address the disagreement in your relationship, do not hesitate to ask direct questions, but formulated in a positive way to show that there is no doubt about good intentions. These questions will naturally lead into discussion of the relationship itself. Here is an example question: How do you think we could work more efficiently?

Step two: Discussion with the program manager arrow_drop_down

Note: If the thesis director is also the director of graduate studies programs, the student can contact the management of their academic unit.

If the dispute is not resolved at step one, the student and/or thesis director may make written representations to the director of the graduate program. The latter could proceed as follows:

• Invite the parties to a meeting to discuss the perceived or real conflict in order to obtain more information; Or
• Subsequently, the program director will invite the parties to a joint meeting to continue the discussion;
• The program director will guide the discussion to find solutions to resolve the conflict and identify a list of potential resources;
• If the program director judges that the dispute falls under another university regulation, they will advise the parties on the steps to follow.

Step three: Discussion with the Vice-Dean arrow_drop_down

If the dispute is not resolved in step two, the student and/or thesis director may make written representations to the Vice-Dean of Graduate Studies (or their equivalent) of the faculty where the student is enrolled. The Vice-Dean will consider the previous steps taken to attempt to resolve the dispute and will request details from the parties involved. The latter could proceed as follows:

• Subsequently, they will invite the parties to a joint meeting to continue the discussion;
• The Vice-Dean will guide the discussion to find solutions to resolve the conflict and identify a list of potential resources;
• If the Vice-Dean determines that a solution to resolve the dispute is not possible or desirable to ensure positive supervision that promotes success, they may terminate the supervision relationship.
• If the Vice-Dean judges that the dispute falls under another university regulation, they will advise the parties on the steps to follow.

If the supervisory relationship must be terminated, it is the joint responsibility of the graduate program director and the student to identify a new thesis director. If a thesis  advisory committee is in place, supervision of the student's research can continue with one or more members of this committee, with their agreement. If it becomes impossible to find a new thesis director, the student will have to withdraw from the program.

Confidential help resources exist for students and thesis directors when problems arise in their relationship (inspired 4.2 :  Policy 130 - Student Rights and Responsible Conduct | About us (uottawa.ca) )

• Human Rights Office: to learn about the UO Regulations that affect their rights and obtain information on the resources, support, and services available to them based on their needs and circumstances.
• Student associations officially recognized by the UO offer students services aimed at promoting their rights, defending their interests, and keeping them informed (such as the  Student Rights Center ).
• Students and faculty can turn to the  Office of the Ombudsperson regarding UO Regulations and to discuss issues affecting members of the University Community in the context of graduate studies’ supervisory relationships.

Importance of continuous graduate studies' supervision

Although the student is responsible for their academic progress and success, they will need resource people to help them in their efforts and guide them in the mechanisms of the world of research. Consequently, a change of thesis director is generally only made in exceptional circumstances, for solid and unavoidable reasons (e.g., thesis director on extended leave of absence, retirement, severe conflict). In these cases, as discussed in the previous section, it is the joint responsibility of the graduate program director and the student to identify a new thesis director. If a thesis  advisory committee is in place, supervision of the student's research can continue with one or more members of this committee, with their agreement. If it becomes impossible to find a new thesis director, the student will have to withdraw from the program.

Recognizing excellence in supervision and student excellence

Some on-campus graduate programs give special recognition to excellence in graduate supervision. As a student, if you believe that your thesis director is a model to follow in terms of training and supervision, please contact the director of your graduate program to nominate your thesis director for such recognition. The acknowledgments section in theses also often reflects privileged relationships between the student and their thesis director.

As a thesis director, you must stay informed of the graduate student awards available for your program. Many academic units award prizes related, among other things, to student leadership in graduate studies, community involvement and research excellence. If your student excels in any of these areas, please nominate them for these awards. The University of Ottawa awards several prizes each year for the excellence of master's and doctoral theses.

Graduate supervision form