Graduate Thesis Coordinator - Oshawa, Canada - Ontario Tech University

Ontario Tech University

Verified Company

Oshawa, Canada

2 weeks ago

Posted by:

Sophia Lee

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Description

Graduate Thesis Coordinator

Tracking Code:
req642

Faculty/Department:
School of Graduate and Postdoctoral Studies

Number of Positions:1

Appointment Type:
Limited Term 14 months

Hours of Work: 35 hours per week

Salary Range:
Level - Starting Salary, Step 1 $54,848

Posting Date:
June 30, 2023

Closing Date:
July 7, 2023

Job Summary:

This position is responsible for ensuring that graduate students have a positive student experience throughout their graduate program and at the point of graduation, particularly for those completing a thesis, major paper or project.

As a key resource for graduate students, this position often provides advice and support to graduate students as it pertains to graduate supervision and research progress, including liaising with other units on campus to provide a high-quality experience.

Nature of work:

This position reports to the Manager of Graduate and Postdoctoral Affairs.

Responsibilities/accountabilities:

Coordination of thesis processes for all master's and doctoral students programs

Communicate with and provide advice to students, staff and faculty to ensure they follow thesis regulations and processes.
Review thesis procedures and handbooks on a regular basis to ensure compliance with regulations and best practices.
Prepare regulation, policy and procedural changes to respond to issues, concerns or gaps, as necessary.
Assess documentation, such as examiners nominations for issues such as conflict of interest, graduate faculty appointments, prior to obtaining signature of Dean or designate.
Communicate with Committee Members to ensure they are aware of their responsibility, disseminate examiner's reports to the committee, and collect the chair's report, review the contents and perform respective task for student to be ready to hand in the thesis package.
Upon receipt of thesis package, liaise with library, Registrar's Office and book binding company.
Liaise with colleagues in SGPS regarding early completion when applicable, when there is a hold on the students account or a committee member that may require a nomination renewal.
Work with the Office of Research Services when a thesis needs to be withheld due to publication or ensure that proper documentation has been received regarding closed thesis defences.

For doctoral theses:

Initiate and actively coordinate the thesis defence scheduling in consultation with GPDs and GPS, including finalizing defence date, room bookings, circulate final copy of thesis and advertising the defence to Ontario Tech community.

Coordination of program completion for non-thesis Project student's programs

Provide advice to Graduate Program Staff, GPDs, students and supervisors.
Ensure that students, staff and faculty follow nonthesis and project regulations and processes.
Continually assess processes and regulations for service enhancements and propose changes as required.
Use website, graduate academic calendar, and handbooks as resources for advice and clarifications.
Registration functions related to project course(s).
Liaise with the library and binding company as required.

Processing and handling of research progress reports required for all thesis and project students

Responsible for communication and guidance to GPDs/GPS regarding policy and procedures around graduate student research progress reports.
Assess the student's academic standing as a result of the outcomes of the research progress report based on the graduate academic regulations: Progressing Well, Warning and Probation. Communicate issues or changes of academic status to the student, faculty, and staff.
Maintain accurate records on research progress reports in the student information system.
Liaise with other units, i.e., Student Accessibility Services to respond to individual student accommodations, adjusting timelines and approaches as required.
Provide guidance to GPDs and GPS around the regulations for the establishment of Supervisory Committees, to ensure compliance.

Monitor Time to Completion

Run reports identifying students beyond their timelimits, and maintain accurate and up to date records.
Develop and issue correspondence to students, supervisor and program contacts around the Request for Program Extensions.
Continue to monitor difficult cases through to degree completion.

Other duties

This position requires knowledge of graduate faculty appointments processes and regulations in order to assess validity of supervisors and committee membership.
Manage accurate and up to date supervision records within banner and provide reports for the Manager as requested.
Knowledge of registration processes, including timestatus, program change, leaves of absence, etc. may be required in order to accurately respond to student inquiries.
Coordination of the new Outstanding Thesis Award for Master's and Doctoral Students, including