Start of term reminders and resources

Did you know that there are many official policies and guidelines related to graduate students? These policies, guidelines and associated processes may be helpful to review:

• Guide for graduate research and supervision
  • You may also find the maintaining a positive supervisory relationship content useful.
• Petitions process for graduate students
• Policy 30 – Employment of Graduate Student Teaching Assistants
• Policy 73 – Intellectual Property Rights

A full list of University policies can be found on the Secretariat’s website.

If you find yourself in a challenging situation, we encourage you to connect with those individuals who can support you.  These suggested pathways are intended to connect you with the support and resources you need.   

For graduate students in research-based programs:  Supervisor → Departmental or Program Graduate Officer/Chair → Associate Dean, Graduate Studies → GSPA

For graduate students in course-based programs: Graduate Officer/Chair → Associate Dean, Graduate Studies → GSPA

While those nearest to your academics – your supervisor, program director or graduate officer – are often best prepared to understand your unique circumstances in relation to your academic programming, if you are uncomfortable with discussing your situation with them, you may choose to contact your Associate Dean or GSPA. If you need help navigating policies, the Graduate Student Association also offers a confidential student advising service.

In addition, if you are experiencing a challenging situation, you may wish to consider taking an inactive term. If you are going inactive for a medical or parental leave, you may also be eligible for a medical or parental leave bursary.

GSPA maintains a curated list of resources available on campus to support your wellbeing, with specific lists for mental and emotional wellness, social wellness, physical wellness, and other wellness resources on campus. Many of the resources listed are specifically tailored for graduate students. Resources from past workshops on managing impostor phenomenon and parenting or planning a family as a graduate student are also available.

Students with a known or suspected disability, condition, illness, or injury, or if you are experiencing impacts from trauma, may also apply online with AccessAbiltiy Services to develop an academic accommodation plan. 

If you’re having difficulty finding a resource to support your wellbeing, please reach out to our GSPA programming staff who are familiar with a wide variety of resources on campus and are happy to support you in identifying appropriate resources.

As part of your offer of admission, you may have been offered a funding package. Should you have questions about it, please contact your department graduate coordinator. If you require additional financial support, you may wish to consider some of the options below:

Teaching Assistantships and Research Assistantships: These opportunities are managed at the department level. Reach out to your department graduate coordinator to learn about how to apply for one of these positions in your department.

Scholarships: Even if you are receiving minimum funding for your graduate program, we encourage you to apply for major external scholarships (e.g., Tri-Agency master’s or doctoral scholarships). There are many resources available each year to support you during the competition season.

Financial need bursaries and loans: The University of Waterloo has many resources for students with demonstrated financial need, including the following:

• Graduate Student Bursary: Available to full-time domestic graduate students with financial need.
• Graduate Student Contingency Bursary: Available to full-time international graduate students who experience financial need because of extenuating circumstances that occurred since their time of admission; normally only provided to students beyond the first year of their program.
• Emergency Loans: An interest-free loan that is available to assist students with expenses (such as rent, groceries etc.) while awaiting another source of income. Loans must normally be paid back in full within 90 days of being issued.
• OSAP and government aid: Loans and grants available for domestic students or protected persons as a supplement to personal financial resources. Students are expected to apply for OSAP or a provincial student loan prior to applying for a Graduate Student Bursary.  

Financial support for medical leaves: On top of the many resources on campus to support student wellness, graduate students may be eligible for an award when taking a medical leave:

• Graduate Student Medical Leave Award: Eligible research-based master’s and doctoral students who must go inactive for medical reasons (e.g. physical or mental health), may be eligible to receive this award. Eligible students who provide medical documentation to AccessAbiltiy Services, to support their request for going inactive due to medical reasons, will automatically be considered for this award.

Funding for graduate student parents: GSPA strongly believes that starting a family should not be a barrier to success in graduate studies and supports graduate students with children through parental leave and daycare bursaries:

• Graduate Student Day Care Bursary: Available for full-time graduate students to assist with day care expenses incurred through a day care centre, home day care, before and after care through schools, holiday breaks and summer camps.
• Graduate Student Parental Leave Bursary: Full-time or part-time graduate students taking a parental leave may be eligible for this bursary if they are taking a parental leave (includes adoption).
  • Graduate students receiving funding through a tri-agency (either their own scholarship or through a supervisor’s grant), may also be eligible for tri-agency parental leave benefits.

GSPA also maintains a comprehensive listing of awards, bursaries and other scholarships administered through Waterloo in the graduate funding and awards database. You’re encouraged to search the database to find other funding opportunities you may be eligible for.

Additional resources: If you are in a program that does not provide minimum funding or you are looking for additional financial resources, external funding agencies offer funding opportunities for which you may be eligible.

• Find out if you require textbooks: Log in to W Store's MyBookLook to view your personalized list of textbooks and course materials required for your courses. Order now and select free pick up from South Campus Hall or ship directly to your door.
• Confirm which learning format your classes will be delivered in, and what tools you may need.
  • Classes are offered in three different formats. Check out this learning formats video to learn more.
  • Consider that online courses require a reliable internet connection and possibly a web camera.
  • If you have an online class while on campus you can use available computer labs, library and study spaces, or find open classrooms using the Portal map (via layers)
• Know what to expect with LEARN (the web-based learning management system).
  • Check your technology to ensure you can successfully participate in online classes - see LEARN's system, software, and internet requirements.
  • Find technical support on the LEARN help website or send an email to learnhelp@uwaterloo.ca.
  • Log in to LEARN on or after the first day of the termto see your courses that will be using this platform.
  • If instructors are using other platforms, you can expect:
    • An email from your instructor, within the first week of the term, to your @uwaterloo.ca email address.
    • After the first week of the term, if you still have not heard from your instructor, reach out to them via email.
  • Need IT support? Visit the Student IT Services website for more information.

As you are preparing for a WIL experience, whether that be a co-op, internship, or practicum, there are many resources to support you. Regardless of your program or WIL experience, you have access to the following resources:

• Centre for Career Action supports and services (e.g., advising appointments, workshops, events)
• CareerHub online resources (e.g., tips for finding work, writing résumés, and job interview prep)
• WaterlooWorks non-co-op job boards (e.g., other job boards where employers looking to hire graduate students routinely post part-time and full-time jobs)

Co-operative education also has several resources that are relevant to students participating in a variety of WIL experiences, not just co-op, such as tips for working remotely and information about working in Canada for international students.

Whether you are participating in an international exchange, conducting research abroad, or engaging in an internship or co-op experience in another country, the University of Waterloo has resources to support you:

• Travel safety (international travel, excluding co-op): If you are traveling internationally for any experience (aside from co-op) Waterloo International is here to support your travel safety. Any students traveling aboard are required to receive appropriate approval and register their travel with Waterloo International.
• Travel safety (co-op): If you’re participating in an international co-op placement, an International Employment Specialist will be in touch with you to support your travels. Co-operative Education also has many online resources to support you in all aspects of working abroad, including finding jobs, resources before you go, visas and permits, and more!
• International travel awards: Depending on the length of your international experience, where you are traveling to, and the reasons for your travels, you may be eligible to apply for one or more international experience awards.

Are you starting to conduct your research this term? Or working on writing your thesis or master’s research paper (MRP)? There are many resources on campus to support you in these processes, including the following:

• Copyright: Are there any restrictions on including your own previously published work in your thesis? Will you need to request permission to use any figures or images? These are just some of the questions that a copyright and licensing librarian can support!
• Defence planning: Your defence date may still seem far off if you are at the beginning stages of your research, but thinking early about what is required for defence or degree completion can help make the end stages of your degree go smoothly. You’re encouraged to review the thesis formatting guidelines, thesis copyright information, and, for PhD students, the preparing for your PhD thesis defence information.
• Field work risk management: Will you be conducting field work as part of your research? The Safety Office has a Field Work Risk Management Program to support research activities outside the university’s geographical boundaries. If you’re conducting field work abroad, make sure you also review our reminders for students preparing for an international experience.
• Library: At this point in your degree, you’re likely very familiar with library resources, but don’t forget that your subject librarian is always here to support you!
• Research ethics: If you are conducting research that requires ethics approval, you’ll need to complete an application through the Research Ethics System. Staff in the Office of Research Ethics have put together a Reseach Ethics System training guide to support you in submitting your application, and they are available to support you with the process.
• Supervisor-student relationships: Your supervisor is your main point of contact regarding your research and it’s helpful to ensure you have established mutual expectations for your research and writing. Graduate Studies and Postdoctoral Affairs offers information to support you in maintaining a positive supervisor-student relationships as you go through your degree.
• Thesis and dissertation writing support: The Writing and Communicaiton Centre offers two programs designed specifically for graduate students who are writing an MRP or thesis, as well as offering one-on-one support:
  • Rock Your Thesis, a three-part series to support you as you plan your project, start to write, and review and submit.
  • Dissertation Boost Camp, a four-day program that combines workshops, individual writing time, and individual consultations to help you set goals and make progress on your work.
  • One-on-one appointments with a Writing and Communication Advisor to help with brainstorming, planning, writing or revision.
• Thesis templates: Thesis templates in Word and LaTeX are available to support you in formatting your thesis.
• Writing groups: The Writing and Communication Centre has many writing groups to connect you with other peers who are writing and to help you stay motivated. Learn more about Writing Cafés and #WaterlooWrites peer groups.

If you are starting to prepare for your defence this term, congratulations! The defence is the culmination of all your hard work throughout your degree. As you are preparing for this date, consider reviewing the following reminders and resources that are available to support you:

• Master’s and PhD resources:
  • Thesis formatting: The last thing you want to be doing after a successful thesis defence is updating page numbers and tables of contents. Access the thesis formatting resources before heading into the defence.
• PhD specific resources:
  • What is the PhD defence? Understanding the purpose, processes and possible outcomes of the thesis defence can help you feel more prepare for the defence itself. Review our information on demystifying the thesis defence to familiarize yourself these important aspects of the defence.
  • PhD defence timeline: Planning for your defence begins months before the actual defence date. Familiarize yourself with the PhD defence timeline and utilize faculty specific backwards planning tools to support you in creating a realistic timeline to your defence and degree completion.
  • Tips for success: By the time you arrive at your defence, you truly are the expert in your research area! Reviewing tips for success from defence chairs and those who have completed their defence can support you in your preparation and help you feel confident as the expert you are.
  • Doctoral thesis completion awards: If you are within the last two terms of your program, you may be eligible to apply for a doctoral thesis completion award meant to assist full-time doctoral students to complete their thesis writing and defence.

As you think about your defence date, you may also be thinking more about what comes next. There are many resources available to support your professional development, including:

• Career advising appointments and workshops: The Centre for Career Action offers one-on-one career advising appointments with a Graduate Career Advisor, who can support you in everything from career planning to interviewing. Interactive workshops are also offered on a range of career development topics.
• Workshops and development: Our workshops and development webpage is a central hub of professional development resources for graduate students, highlighting workshops, events and programming offered across campus. Check out the events listing, updated termly, or review the online resources.
  • Professional Skills Foundations: Offered through GSPA, the Professional Skills Foundations program provides a comprehensive framework for graduate students to pursue personalized professional development opportunities and to meet specific, measurable career exploration goals. Registration is always open!

If you are preparing to degree complete this term, congratulations! Here are a few items to keep in mind:

• Tuition refund deadlines: Many students aim to degree complete at the end of a term, or before the tuition refund deadline in a specific term. If you officially degree complete before the refund deadlines, you may be entitled to a refund of tuition fees for the term. Review the important dates calendar to find upcoming tuition refund deadlines.
• Deadline to apply for graduation: Students may also wish to degree complete in time to participate in a specific convocation. Ensure you visit the important dates calendar to familiarize yourself with the deadlines to apply to graduate in Quest, and upcoming convocation dates.
• Thesis submission process: Even if you have received the final approvals for your supervisor or committee on your completed thesis, you are not officially degree complete until your thesis has been submitted to UWSpace and your department completes your degree completion paperwork. Ensure you are familiar with the thesis submission process.
• Graduation checklist: As you prepare for your degree completion and convocation date, ensure you review the graduation checklist.  
• Convocation ceremony dates and times: Convocation ceremony dates are typically scheduled well in advance – remember to put the dates for your expected convocation in your calendar and share this date with your friends and family so they can plan to celebrate with you.

Don’t forget, there are also many resources to support you in planning for what’s next, including:

• Career advising appointments and workshops: The Centre for Career Action offers one-on-one career advising appointments with a graduate career advisor, who can support you in everything from career planning to interviewing. Interactive workshops are also offered on a range of career development topics.
  • You have unlimited appointments with a career advisor as a grad student, but don’t forget that you also receive up to three free appointments as an alumni! Keep an eye out for emails from alumni after your convocation to learn about all the great benefits of being a UWaterloo alumni!
• Workshops and development: Our workshops and development webpage is a central hub of professional development resources for graduate students, highlighting workshops, events and programming offered across campus. Check out the events listing, updated termly, or review the online resources.
  • Professional Skills Foundations: Offered through GRADvenutre, the Professional Skills Foundations program provides a comprehensive framework for graduate students to pursue personalized professional development opportunities and to meet specific, measurable career exploration goals. Registration is always open!
• Immigration consulting: If you’re interested in remaining in Canada following your studies, make sure to connect with an immigration consultant who can support you in understanding post-graduation work permits.