A message from Thomas Duever, Interim Vice-President, Academic and Provost.
Over the past year, a comprehensive review of the Graduate Studies and Postdoctoral Affairs (GSPA) portfolio was conducted to evaluate its structure, functions, and coordination with other portfolios. The findings and recommendations from this review have now been shared with me to inform the development of an implementation plan.
Participants in the review reaffirmed the GSPA’s vital role in fostering a cohesive and supportive environment for graduate students, postdoctoral fellows, and the faculty and staff who work closely with them. Over decades however, the priorities and activities of units supporting graduate studies and postdoctoral affairs, both within the GSPA and across faculties and support units, have adapted independently to stakeholder needs and evolved in an uncoordinated way without consistent institutional direction regarding mandates and priorities. This has led to a fragmented approach that limits strategic alignment. As a result, the review highlights the significant potential for GSPA to move beyond its administrative responsibilities and take on a more strategic role in guiding institutional initiatives related to graduate and postdoctoral studies, as well as enhancing the overall experience of students, postdoctoral fellows, supervisors, and administrators.
This feedback informed a key recommendation of the portfolio review, which was to provide more clarity regarding GSPA’s distinct role, leadership structure, and navigation of information pertaining to policies, processes, and decision making. To support this recommendation, I have directed Dr. Justin Wan, Interim Associate Vice-President, GSPA, to oversee a review of the GSPA website, and all significant repositories and sources of information regarding the organizational structure, processes, policies, and other items relevant to graduate students, postdoctoral fellows, their advisors, and administrators. The content review will ensure information is accurate, current, and easy to navigate, potentially incorporating new technologies to improve interactivity and user experience.
Critical to enhancing the strategic role of GSPA is developing a leadership structure that facilitates the advancement of institutional goals. To this end, I have directed that the AVP, GSPA implement the following new leadership structure changes.
Assistant Vice-President GSPA and Assistant Provost Graduate Students: This new role will report to the AVP, GSPA, with a dotted-line reporting arrangement to the Associate Provost, Students. Held by an academic colleague, this position will be responsible for the priorities of the GSPA portfolio and will lead on graduate student and postdoctoral fellow initiatives, as well as participate in some of the committees defined in the Strategic Enrolment Management (SEM) framework. The position will also serve as a key liaison with the Associate Provost, Students portfolio, reinforcing the importance and responsibility of creating an exceptional cross-institutional graduate student experience that supports and inspires our students to excel.
Director, Graduate Studies and Post-Doctoral Affairs and Associate Registrar Graduate Studies: Reporting to the AVP, GSPA, this enhanced role builds on the current Director, GSPA position. In addition to the existing responsibilities, the position will be a supervisory role to the leads in each business area who have graduate administrative functions in this cross-functional team environment. This position will also play a major role in the SEM structure from a graduate student perspective through the additional responsibilities as Associate Registrar, Graduate Studies, ensuring a collaborative relationship with the Registrar that will be formalized as the SEM structures are established.
Implementation of this new leadership structure will help create closer alignment of GSPA activities with the Registrar’s Office, and will provide the capacity to facilitate stronger integration of current and future priorities and initiatives within the GSPA. The integration of data systems is currently underway and will continue with the conversion to integrated digital workflows and other business processes, such as awards management. The AVP, GSPA will consult with me in identifying further opportunities for system integrations. Additionally, there will be integration of graduate enrolment management and GSPA strategic involvement in the institutional SEM framework. As was articulated in the commissioning of the SEM framework, GSPA leadership will be involved in the development of the structures of the SEM framework. The AVP, GSPA and the AVP, SEM will work with their teams and confirm a plan with me to ensure that the elements of the institutional SEM framework appropriately include graduate studies and the involvement of the GSPA.
A considerable number of recommendations from the portfolio review can be addressed, in part, through alignment of GSPA activities with the University’s commitment to the SEM framework, which is currently being refined under the AVP, SEM mandate. It is imperative that the evolution of SEM at Waterloo should be coordinated with consideration to the GSPA portfolio review outcomes.
The review also recognized the GSPA’s vital role in elevating the graduate student experience through its initiatives, programs, and events across the institution. The GSPA creates and curates a central “front door” for all graduate students to navigate the systems of support at the University of Waterloo. The implementation of these recommendations will enable GSPA to further enhance its strategic focus on the support and experience of graduate students and postdoctoral fellows.
I have directed the AVP, GSPA to ensure these changes are completed or well underway by the end of calendar year 2025. A communication outlining the portfolio review outcomes will be shared with the broader community shortly. Please reach out to me or Justin Wan if you have any questions.