Graduate Studies at Waterloo would not be the same without the hundreds of faculty and staff who support graduate students. The information below has been compiled to guide Graduate Co-ordinators, Graduate Officers/Chairs, Associate Deans, supervisors and other faculty in assisting grad students.
Help us keep track of who you are! Use the Graduate department contact change form to officially notify Graduate Studies and Postdoctoral Affairs of a change to graduate administrative staff/faculty within your department/Faculty. The form also includes information on how to gain access to Quest/Sharepoint.
- Academic reviews/new programs
- Approved Doctoral Dissertation Supervisor Status (ADDS)
- Chairing a PhD examination
- Data requests
- Graduate experiential learning
- Graduate Studies resources website
- Graduate student communications
- Guide to Graduate Research and Supervision
- Guidelines for creating extracts of student data
- International Visiting Graduate Students (IVGS)
- Managing difficult situations
- Practica and Internships
- Program and course milestone changes
- Rooms on campus with video conference capability
- Supporting graduate students
- Taskforce on Graduate Supervision
- Verifying a University of Waterloo degree
The Office of the Associate Vice-President, Academic (AVPA) and the Associate Vice-President, Graduate Studies (AVPGS) are responsible for a broad range of matters including overseeing the University of Waterloo’s Institutional Quality Assurance Process (IQAP) (PDF) and the review and approval of:
- new academic programs
- cyclical reviews
- proposals to change existing academic programs (major modifications)
- expedited reviews and
- closure of existing degrees and programs
For more information on the above topics, visit the Academic Reviews website.
The Approved Doctoral Dissertation Supervisor (ADDS) status is governed by a series of regulations governing how faculty members gain the privilege of sole-supervising PhD students.
- For more information surrounding ADDS status, visit the organization of graduate studies page.
- The Centre for Teaching Excellence (CTE) and the GSPA offer a series of workshops on graduate supervision practices, primarily for those seeking Approved Doctoral Dissertation Supervision (ADDS) Status. For more information visit the CTE website.
For information on chairing a PhD examination, visit our Guide for chairing a PhD examination webpage.
For any data inquiries related to Graduate Studies and Postdoctoral Affairs, please use this form and we will contact you within two business days for confirmation.
The Graduate Studies Resources website is a CAS authenticated site designed specifically for graduate studies staff and faculty. It includes information about Waterloo Grad Ready; the virtual transition and orientation program run by GSPA for incoming graduate students for fall 2020 and winter 2021.
GSPA communicates to graduate students using the following platforms:
- The Graduate student e-news is sent weekly to all registered graduate students. Use the Graduate student e-news submission request (web form) to contribute a submission.
- Sign up for the Graduate Studies and Postdoctoral Affairs Facebook page
- Keep up to date with Graduate Studies and Postdoctoral Affairs Twitter. @UWaterlooGSPA
- GSPA also maintains a webpage of requests for participants for graduate student research.
It is important that student data is protected in compliance with appropriate legislation, regulations, and standards, as outlined in Policy 46. Visit the Guidelines for creating extracts of student data web page on the Quest website to learn more about how to appropriately manage data.
The International Visiting Graduate Student (IVGS) acceptance process facilitates the acceptance of an international graduate student attending a university outside of Canada to participate in research activities at the University of Waterloo and be recognized as a legitimate visitor under the supervision of a University of Waterloo faculty member and academic unit.
IVGS procedures and resources for faculty and department use are posted to the Graduate Studies Records Sharepoint. Your nexus\WatIam User ID and password are required.
For information on how to access this site, contact Kelly Heald.
For more information on the program, contact Audrey Sloboda.
Visit the Practica and Internships web page for information pertaining to the process for when programs are making decisions regarding practica/internship requirements in relation to COVID-19 concerns.
For information about making changes to graduate programs and course milestones, visit the Graduate program and course/milestone changes web page.
As a supervisor, instructor or graduate administrator, you may encounter difficult situations with graduate students. Here are some resources on campus to support you as you navigate these situations:
- The Human Rights, Equity and Inclusion Office has several departments available to assist all staff in navigating a variety of situations:
- Conflict Management and Human Rights Office (CMAHRO): Services include one-on-one coaching, resolution support, and third party dispute resolution processes. Online resources are also available and provide introductory information on University of Waterloo policies, harassment, human rights, and avoiding miscommunication.
- Equity Office: Assists members of the University of Waterloo community with equity concerns to navigate University of Waterloo structures and systems and provides consulting and advising on equity issues, including the duty to accommodate.
- Sexual Violence Response Co-ordinator: Supports all members of the University of Waterloo community who have experienced or been impacted by sexual violence, including those who have been accused of perpetrating sexual violence
- The Graduate Studies Academic Calendar provides information on dispute resolution channels and responsibilities of various members of the graduate community:
The University of Waterloo has many policies that may relate to situations of conflict, including:
- The Petitions process for graduate students outlines the most frequently asked questions by students when they are seeking relief from normal faculty rules or regulations.
- The Centre for Teaching Excellence has many useful online resources, including helpful tips on dealing with conflict in the classroom.
The following rooms on campus have video conferencing cabability.
There are a variety of resources and training opportunities on campus available for faculty and staff to assist you in supporting graduate students, including:
- Mental health training: The Student Success Office collaborates with Campus Wellness to offer Mental Health First Aid training exclusively for those in advising roles, including sessions specific for grad coordinators. There are several other opportunities for mental health training available regularly through Campus Wellness and online resources for supporting student's in distress.
- Resources listing: Graduate Studies and Postdoctoral Affairs has compiled a list of commonly used campus resources and services for graduate students.
- Guidelines on graduate student support - currently under review.
A Task Force on Graduate Student Supervision has been established to investigate the mechanisms by which the quality of graduate supervision at both the master's and doctoral levels are assessed at the university. Visit the Task Force website for more detailed information.
The University of Waterloo has partnered with AURADATA to streamline the process of academic credential verification for companies or academic institutions. For more information on the process, visit The Centre website.