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Appendix A - Academic Unit Evaluation of Applications

  1. Reviewing New Applications. The process for reviewing a new application involves three steps. First, the newly arrived application packaged is assessed by FGSR staff to ensure that it is complete with regard to all required documentation (see the Self-Administered Application Package). If, and only if, the application package is complete will it be scanned into an electronic file and sent to the appropriate academic unit for the next stage of evaluation. All applications will be forwarded to the respective units unless there are blatant deficiencies that render the applicant disqualified from any further evaluation (e.g., GPA's that are significantly below the acceptable standard for domestic and international students).

  2. Once the application reaches the academic unit, it will be reviewed based upon academic merit and the availability of supervision and accommodation. Academic merit includes the evaluation of transcripts from both domestic and foreign institutions. Foreign documents are often difficult to assess; however, reference to the FGSR web site for the minimum academic admission standard may be helpful. Information regarding English proficiency is also available at this site.

    There are several options open to the faculty for their recommendation to accept or reject an applicant:

    • Accept FULLY QUALIFIED;

    • Accept as a QUALIFYING student (conditions of the qualifying status must be indicated on the recommendation form accompanying the application material);

    • Accept as a PROBATIONARY student (conditions of the probationary status must be indicated as above); OR

    • Reject due to the following:

      1. The department is unable to provide the necessary accommodation and supervision. (These students otherwise meet the acceptable minimum requirement for admission);

      2. Academic standing does not meet the minimum admission requirement;

      3. Candidate's reference(s) was not favourable;

      4. Candidate's GRE/GMAT scores are deemed marginal or poor;

      5. English language proficiency either not verified, too low or test results too old; or

      6. Some other rationale not listed above.

  3. Contact with Applicants. Prior to and following the department's evaluation of the application, there can be no indication given by the academic unit or by individual professors of the outcome of their deliberations.

  4. Funding. While funding for graduate students is available from FGSR and through faculty/department sources, it is assumed that each faculty member will endeavour to support graduate students from external research grants. When funding is made available to an incoming student, it is necessary to indicate the amount and sources on the Financial Assistance Form.

  5. Timely Return. It is expected that all applications will be returned to FGSR within one month of receipt to ensure that prospective students will be promptly notified of their academic future. Failure to meet this deadline may result in restricted access to applications.

  6. The academic unit is to print off the first page of the electronic file (the Admissions Recommendation Form) and forward it to the FGSR. Once the form has been returned to FGSR, the Associate Dean reviews the application and the recommendation of the academic unit. Particular attention is paid to the authenticity and academic merit of transcripts and letters of recommendation as well as the nature of the additional criteria recommended for QUALIFYING and PROBATIONARY students. The final decision on acceptance resides in the office of the Associate Dean of FGSR.