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Knowledge Base
Progress, Supervision+ Student Support
General Index
Essentials Index
General
Annual GPR Workflow
The new MS Forms GPR will follow the approval order below. Approvers will be notified via email link to complete their section of the form:
- Student (initiates form)
- Supervisor (adds comments/approves)
- Committee (add comments/approves)
- Grad Program Chair (final approval)
Unsatisfactory Workflow
When a student is deemed to have unsatisfactory progress, the follow steps will occur:
- Supervisory Committee informs the Graduate Program Committee (GPC) that the student is making unsatisfactory progress. The student must be copied on the letter/correspondence.
- GPC meets with the student to review progress.
- Student is informed of the outcome of the GPC's review in an official letter.
Student responsibilities are outlined in the Graduate Student Handbook and public facing webpage.
The student's supervisor is generally responsible for:
- accessing and completing a graduate progress report annually for each student
- documenting issues, concerns and/or a plan for completion in a professional manner
The committee member(s) are generally responsible for:
- reviewing the progress reports annually and providing comments, if applicable.
Academic Units are responsible for:
- assisting students in research-based programs with their annual progress review
- ensuring any review/approval/submission of reports is coordinated in a timely and professional manner
- ensuring privacy/confidentiality of review and student issues surrounding progress,
- ensuring participation of supervisors and committee members in completing reviews,
- connecting students with resources as needed
- providing support for students and connecting students with Graduate Studies or other resources, as needed
- documenting issues, concerns and/or a plan for resolution in a professional manner
- providing final approval on annual progress reports
- identifying and assisting with any progress issues, when they first arise
Graduate Studies is responsible for:
- connecting students with resources as needed
- advising on and exploring options for extenuating circumstances that may impact academic progress
- providing support for the unsatisfactory progress process (GGR 1.8.2) including CGPA concerns,
- assisting students and supervisors to resolve any appeals or progress issues,
- managing online systems and maintaining the Graduate Studies website,
- promoting annual progress reviews,
- storing of progress reports,
- reporting annually on progress and related policy issues
- ensuring privacy/confidentiality of review and student issues surrounding progress.
Graduate Chair Handbook (Sharepoint)
Graduate Student Handbook
Refers to the core academic and program requirements, reminds students that by enrolling they agree to adhere to institutional policies 鈥� academic honesty, conduct, privacy, etc. It is updated annually.
Grading and Academic Progress
This public facing page provides information on grading and notation, the Academic Progress Report (APR), and the Graduate Progress Report (GPR).
Graduate General Regulations
GGR 1.4 Enrollment
GGR 1.5 Graduate Grading Systems and Policies
GGR 1.7 Program Requirements
GGR 1.8 Progress and Withdrawal
GGR 1.12 Time Limit for Program Completion
There are various reports in goSFU that academic unit staff can use to monitor students on a regular basis. Visit Records & Enrollment Knowledge Base and/or the How to Library to learn more about monitoring student progress and resolving enrollment issues.
goSFU
Units use this system to track and manage enrollment, track student progress, and monitor compliance with Graduate General Regulations (GGRs). Specifically, users may use this system to:
- monitor student enrollment (grad study detail report),
- prevent enrollment issues,
- enroll or drop a student,
- add class/drop class,
- find/resolve enrollment holds (service indicators),
- run an unofficial transcript,
- view/navigate program plans,
- run grade list report/check grade rosters,
- look up DE grades (2 ways).
Forms
- Units currently use the GPR form in go51社区黑料for Annual Progress Reports, but there is a current project to replace this with an MS Form.
Determining and Monitoring Student Progress
In a research-based graduate program, progress is typically determined through a combination of academic, research, and administrative milestones, including but not limited to the following:
Research Progress
Proposal Approval: Student develops and gains approval for a research proposal.
Ongoing Research Activities: Regular meetings with supervisor(s), conducting experiments, literature reviews, data analysis, etc.
Research Milestones: Progress toward objectives laid out in the research plan, such as completing a chapter, submitting a publication, or collecting data
Coursework (if applicable)
Completion of any required courses with a minimum CGPA (鈮� 3.0 for masters and doctoral programs), as per GGR 1.5.4
Timely Completion of Milestones
Progressing in a manner that aligns with Program Requirements as per GGR 1.7 (eg., courses/units)
Progressing in a manner that aligns with Time Limits for Completion as per GGR 1.12
Meeting program deadlines such as: Comprehensive exams, Candidacy, Ethics approval (if needed), Thesis submission
Role of Supervisor in Student Progress
Faculty members should clarify expectations for graduate students and ensure consistent, ongoing support and communication. This may include:
- Tracking milestones (e.g., coursework, qualifying exams, thesis proposal)
- Meeting frequently (at least once per week/month or term)
- Encouraging early planning for funding and leaves
- Promoting academic and personal support services
- Addressing issues early (e.g., absenteeism, stalled progress)
Supervisors should also ensure structured support throughout the degree as follows:
| Stage | Key Actions |
|---|---|
| First Term | Clarify expectations, define milestones, plan coursework and timelines |
| Annual Committee Meeting | Complete progress reports, review funding and research timelines |
| Mid-Program (eg Year 2) | Ensure comprehensive exams or proposal is completed/underway |
| Pre-Thesis Submission | Discuss defense timelines, final formatting, and submission process |
Addressing Unsatisfactory Progress
Identifying Concerns
If concerns arise (e.g., lack of communication, missed milestones, poor quality work, CGPA under 3.0/2.5), the student should go through the unsatisfactory progress process as per GGR 1.8.2. This process should include:
- Written feedback from supervisor on reasons for the unsatisfactory progress
- A meeting with the Graduate Program Committee to review student progress
- A remediation plan
- In serious cases, a Required to Withdraw (RTW) status as per GGR 1.8
Communicating with the Student
Conversation starters can build trust and open communication. Here are some sample prompts:
What鈥檚 been going well in your program so far?
What obstacles are you running into, and how can I help?
Have you thought about what you鈥檒l need for your next milestone?
Is your current workload sustainable?
When a student鈥檚 progress becomes unsatisfactory, timely, clear, and well-documented action is essential. The following sections provide templates to support faculty members in addressing concerns, communicating expectations, and outlining next steps, including remediation and, where necessary, requirements to withdraw.
Official communication should be on department or faculty letterhead, include all contact information and be signed by the sender.
Template - Notification of Unsatisfactory Progress (not CGPA related)
Use this to notify a student that their progress has been unsatisfactory and they are required to meet with the GPC to review their progress.
Template - Notification of Unsatisfactory Progress (CGPA under 2.50/3.00)
Use this to notify a student that their CGPA has fallen below 2.50 and they are required to meet with the GPC to review their progress.
Consistent documentation of student progress, communications, and decisions is critical, not only to support student success, but also to ensure transparency and fairness in the event of reviews or appeals.
Template - Remediation Plan for Unsatisfactory Progress (not CGPA related)
Use this letter following the outcome of the GPC Meeting. This letter should be used if the students鈥� progress is unsatisfactory but not CGA related. The letter outlines the terms of their remediation plan.
Template - Remediation Plan (CGPA below 2.50)
Use this letter following the outcome of the GPC Meeting. This letter should be used if the students鈥� CGPA fell below university minimums. The letter should outline the terms of their remediation plan.
Consistent documentation of student progress, communications, and decisions is critical, not only to support student success, but also to ensure transparency and fairness in the event of reviews or appeals.
Template - Requirement to Withdraw
Use this letter following the GPC meeting to notify the student they are required to withdraw.
When a student appeals an unsatisfactory progress assessment, the Graduate Program Chair (GPC) will receive a copy of the full appeal package and be required to respond to circumstances outlined in the appeal within 10 business days. The student will receive a copy of this response.
If the subcommittee determines special circumstances are present following a GPC's response, the subcommittee can determine the outcome of the appeal via written decision or following a hearing. If the decision goes to a hearing, the Graduate Program Chair may bring a support person, and provide all documentatin and any additional information.
Consistent documentation of student progress, communications, and decisions is critical, not only to support student success, but also to ensure transparency and fairness in the event of reviews or appeals.
Public webpage
Appeals