Policies and guidelines

Graduate studies regulations

All graduate students at the University of Waterloo are responsible for the content found in the Graduate Studies Academic Calendar (GSAC).  

The Graduate Studies Academic Calendar (the “Calendar”) is the primary contractual document between graduate students and the University of Waterloo. Students are advised that in addition to the Calendar, students’ relationships with the University are governed by University Policies, guidelines, and academic regulations that are established by the University under its governing bodies. Students are responsible for reviewing the regulations section of the Calendar. 

The Calendar is updated three times per year, typically at the start of each academic term (January 1, May 1, September 1).  Graduate students follow the Calendar that corresponds to the term in which they start their program at the University.  

The GSAC includes several key areas relevant to staff and faculty who support graduate studies at Waterloo:  

• Important dates: GSAC links off to a centralized website that details current important dates for graduate students as well as an archive of historical terms; these dates are official dates that are set annually by University of Waterloo Senate and guide the dates for each term/year.  
• Glossary of terms: Includes a comprehensive list of commonly used academic terms and their descriptions (i.e. course, cross-listed course, academic plan, milestone). These terms are referenced throughout the GSAC.
• Graduate program pages: Each graduate program at Waterloo has a corresponding GSAC program page. Within each program page, details may include: 
  • admit terms (fall, winter, spring) 
  • delivery mode (on-campus/online) 
  • registration options (full/part time) 
  • study options (thesis/coursework/master’s research paper) 
  • research fields (if applicable)   
  • admission: minimum requirements and application materials  
  • degree requirements: courses, milestones 
  • relevant links (linking back to the department/school website and the future graduate student program page) 
• Regulations: This section is very comprehensive and pertains to a graduate student’s academic career at Waterloo; a snapshot is included below. For a complete listing, visit the regulations section of the GSAC. 
  • Definition of a student (full/part-time; inactive status) 
  • Graduate academic roles and degree requirements (e.g. minimum requirements, comprehensive exams, qualifying exams, thesis exams/defence) 
  • Graduate diplomas – definitions and requirements 
  • Work-integrated learning  
  • Student status and academic progression 
  • Student accommodations and accessibility support 
  • Courses and assessments  
• Courses​​​​​​: Lists all graduate-level courses and identifies them by course code and name (e.g.  ANTH614 – Research Methods) and provides a link for additional details (e.g. description, units, grading, special consent to add, components (e.g. lecture/seminar) and academic affiliation.

To support excellence in graduate student supervision, the University accredits faculty for sole supervision through two designations:  

• Sole Supervisory Privilege Status 1 (SSPS1): Faculty members with this status may sole-supervise master’s students.  
• Sole Supervisory Privilege Status 2 (SSPS2): Faculty members who have SSPS2 may sole-supervise master’s students and PhD students. 

Sole Supervisory Privilege Status (SSPS) was formerly known as ADDS - Approved Doctoral Dissertation Supervisor (ADDS) status.

View additional information about Sole Supervisory Privilege Status in the GSAC →

View additional information about Sole Supervisory Privilege Status in the Organization of Graduate Studies document →

These guidelines are intended for graduate students in research-based master’s and doctoral programs; they set out the shared roles, responsibilities, and best practices that support successful, ethical, and safe graduate research at Waterloo. They clarify what departments/schools, supervisors, students, and advisory committees are expected to do, from setting clear expectations and providing timely feedback to monitoring progress, addressing power dynamics, and connecting people with campus policies and supports. It is intended as a practical, University‑wide framework to help graduate teams create a respectful environment where students can thrive and research can move forward. 

These guidelines set out the maximum hours a full‑time Waterloo graduate student may work while maintaining academic progress. Graduate Teaching Assistant (GTA) and Graduate Research Assistant (GRA) appointments are typically 10 hours per week. Students with a GTA/GRA appointment may take additional on‑campus employment of up to 10 hours per week, for a combined maximum of 20 hours per week. Any increase to this combined limit requires prior approval after discussion with the supervisor or program director, and program timelines and expectations do not change. International students must also comply with the conditions of their study permits. 

Within GSPA, the awards team works closely with graduate program colleagues to adjudicate and administer a variety of awards for graduate students.  Awards are based on academic performance, excellence in research, or financial needs.  The following regulations govern Waterloo graduate student awards, as detailed in the Calendar:  

1. The first charge against any award payment will be for tuition and fees. 

2. A change in registration status to part-time or inactive, or for program completion or withdrawal, will require repayment of the award. Repayment amounts are calculated based on the University of Waterloo tuition refund policy (i.e., 100% return to the end of the third week of term; 50% return to the end of the seventh week of term). Any change in registration status must be reported to Graduate Studies and Postdoctoral Affairs (GSPA). More detailed information is available on the Fee payment instructions, withdrawals, program completion and refunds page. 

A petition is a request by a student seeking exception to or relief from normal faculty or University rules and regulations. Petitions at the University of Waterloo are governed by Policy 70: Student Petitions, Grievances and Requests for Reassessment. 

Note: Petitions vary from grievances. With a petition, a student believes the rules were fairly applied, but their circumstances are sufficiently unique that they deserve an exception. With a grievance, they believe the rules were unfairly applied, and appropriate rules should be restored. 

View details on the petition process for graduate students on the current graduate students website →

These regulations outline a structured, University‑run process for the final PhD thesis defence: the thesis is circulated in advance for a defined display period, and the defence is chaired by an impartial faculty member, with an examining committee assessing both the written thesis and the oral examination. Defences are normally open to the University community (with a closed option in limited cases) and may be held in person, remotely, or in a hybrid format. 

View protocol for chairing a PhD thesis defence →

View information regarding PhD thesis defence procedures during a campus closure →

The Generative artificial intelligence (GenAI) guidance for graduate students and supervisors helps graduate students and supervisors use generative AI (GenAI) responsibly in coursework, research, supervision, and publishing. It outlines what’s permitted, how to document and cite AI use, where accountability lies, and the risks to watch for (bias, copyright, privacy, and journal-specific rules). The guide also consolidates Waterloo’s most relevant policies, recommendations, and support resources, and provides contacts for student and supervisor questions. As GenAI evolves rapidly, this guide is evergreen and will be updated as practices and policies change.

There is also an overarching University of Waterloo GenAI website that provides resources for students, staff and faculty. 

University policies and guidelines

This is a quick-reference list of policies and guidelines related to graduate students, compiled by GSPA, and is not meant to be exhaustive. 

Postdoctoral scholar regulations

Guidelines for postdoctoral scholars

Postdoctoral scholars (postdocs) at the University of Waterloo are highly trained researchers who hold a doctoral degree and are developing the skills and experience required for independent research careers within or beyond academia. Postdoc roles at Waterloo are employment positions that emphasize transitional training and professional development. 

University of Waterloo postdoc guidelines establish University‑wide expectations that apply to all postdoc appointments, regardless of funding source. The guidelines include requirements for: 

• Minimum salary 
• Minimum appointment length (term) 
• Eligibility and appointment types 
• Responsibilities of supervisors and hiring units 
• Professional development and mentoring expectations 
• Compliance with Tri‑agency funders and Immigration, Refugees and Citizenship Canada (IRCC) 

Graduate Studies and Postdoctoral Affairs (GSPA) oversees the guidelines and provides step‑by‑step resources to support supervisors and staff through the appointment, onboarding, and renewal processes.