MD/PhD Program Terms and Conditions
Note to users: This document consists of two parts. Both the MD PhD trainee and the Thesis Advisor should read it and return a signed copy of the final page to the MD PhD program office.
Part I consists of MD PhD Program Rules. These have been approved by the MD PhD Program Admissions and Advisory committee. Continued registration in the MD PhD program requires adherence to these conditions.
Part II is an advisory document. It was developed to assist trainees and mentors in initiating and maintaining a mutually beneficial professional
relationship. The document is advisory, not contractual. Its content is slightly modified from documents put in place by the Health Sciences Graduate Students Association and the Faculty of Graduate Studies in closely related advisory documents. We thank them for the opportunity to benefit from the work they put into developing such guidelines.
Part I : MD PhD Program Regulations
This portion of the document outlines the rights and responsibilities of all individuals involved with the graduate program arm of the MD PhD program. It represents students, faculty, and the institution. By educating students and faculty about the obligations and expectations of all parties, it will help to ensure greater accountability, higher-quality education, and a better training experience for all.
Advisor and Trainee will review, meet and discuss this document within the first three months of full time graduate studies, or for currently enrolled trainees, by May 1, 2013. A copy of the signature page, signed by both after a discussion, is to be forwarded by the trainee to the MD PhD Program Coordinator ([email protected] ) The student must also forward a copy of this document to his/her PhD Advisory committee members for their information.
The Institution
The institution aims to provide relevant high-quality training programs that maintain the highest ethical and scientific standards. In matters relating to the quality and integrity of the program, length of study, benefits and stipend, supervisor conduct and grievance procedures, the institution shall provide oversight and direction.
The Graduate Program
The graduate programs at the University of Manitoba are committed to providing students with a formal education in a specified field along with the skills required to independently function in a scientific setting upon graduation. It is expected that individuals pursuing a degree in
graduate studies take responsibility for their research, personal and professional development as well as conduct, in accordance with university requirements.
The Mentoring Relationship
A vital component of the graduate program is the establishment of a positive mentoring
relationship between the student, supervisor, and committee. Positive mentorship perpetuates the high standards of the university, by preparing the graduate student to be a successful
independent researcher, as well as a strong mentor to future trainees. The role of the supervisor and committee is to facilitate communication and guide the student towards developing the fundamental skills and scientific best practices.
Responsibilities of Graduate Students. Graduate students conducting research with humans or animals must comply all University policies in the conduct of their research. They are reminded that they are enrolled as PhD students in the Faculty of Graduate studies and must respect the terms and conditions established by the Faculty of Graduate Studies (detailed on their website) their host department (specifically the departmental supplementary regulations) and the MD PhD program (detailed in this document). Although students' research is sponsored and funded by the faculty member who supervises their research, such sponsorship does not in any way diminish the obligation of students as members of the University of Manitoba community to comply with such policies or other codes that govern the ethical conduct of research.
We also stress that
the individual lab
and departmental links in the Trainee’s selected area of study are the primary link to a rich PhD experience. It also provides an opportunity for the trainee to give back to their peers and strengthen the clinical fluency of other (ie. non-MD PhD) graduate students through active participation in journal club, research seminars, active collaborations and more casual trainee interactions.1. A stipend is provided to MD PhD registrants in good standing to allow full time focus on the doctoral program and to enable the candidate to complete their PhD in a more timely manner than if they hold paid employment. MD PhD trainees in good standing receive annually renewable stipend funding of $21,000 per annum plus a $1000 research allowance for up to six years. Trainees who complete their PhD in a more timely manner are eligible to continue receiving this allowance (up to the maximum 6 years of financial support) in Med III or IV, as applicable. Other sources of external award funding (such as CGS or Vanier awards) are in place of and not in addition to the MD/PhD program’s commitment of $21,000 per year (max 6 years). The 6 year
maximum term allowed by the MD PhD program for financial support is not extendable.
2. Students applying to or currently enrolled in the graduate program are encouraged to seek outside student stipend funding for their research (i.e. CIHR Banting and Best Studentships) with the assistance of their supervisor. Top-ups (during full time research years) beyond the 21,000 per annum stipend that is provided by the MD PhD program are at the sole discretion of the Advisor. When offered, these are provided by the Advisor from their research operating funds. These tend to be awarded based on superior research performance by the trainee and most commonly follow success in external peer reviewed studentship competitions rather than upon acceptance of funds obtained by the MD PhD program that are given to the trainee.
3. Current MD PhD trainees --upon receiving written pre-approval from the MD PhD office -- may spend up to $1000 per annum on educational expenses related to their research program. These include (i) travel expenses to attend a conference (ii) computer
software or hardware, (iii) textbooks. Course tuition or expenses for materials needed for conduct of the research program (ie reagents, experimental animals, subject honoraria, etc) require continuous monitoring and confirmation of supervisors' biosafety, animal and/or human ethics approvals, letters of consent etc for the
project(s) on which thesis work is based, are not allowed. Questions about eligibility of specific purchases can be addressed to the Coordinator prior to undertaking expenses.
4. In accepting MD PhD funding provided by the MD PhD program office, or by being awarded competitive funding directly by CIHR, the trainee must comply with the terms of such funding as defined in the CIHR Grants and Awards Guide. http://www.cihr- irsc.gc.ca/e/805.html Specifically, the amount and nature of other sources of
remuneration are strictly limited. Paid employment not directly related to the student’s academic development is forbidden. Activities deemed to enhance academic
development (ie tutoring , demonstrating laboratories) are allowed as long as they do not detract from thesis progress. (The core CIHR statement is that it is acceptable to be
engaging in, and accepting remuneration for limited departmental activities that contribute to their development as a future independent researcher, provided that this does not interfere with their research training progress
) The MD PhD program at University of Manitoba encourages such activity for students whose PhD program is progressing smoothly. At the same time, students are cautioned that the more time devoted to other activities, the longer the time to research degree completion will be.A set number of permissible hours per year is not defined as this would be contingent upon the needs, abilities and research progress of each individual student. In light of prior problems with funding and full time commitment to PhD studies, trainees who wish to be enrolled in the MD PhD program must obtain written approval of the Trainee’s Advisor and the MD PhD Director prior to accepting income from any other source. In cases of disagreement, the issue will be referred to the MD PhD Program Admissions and Advisory Committee for adjudication.
5. All trainees to need schedule Graduate Student Advisory Committee meetings at least annually during the “in lab component” of the PhD arm of their program (or more frequently, according to need). A copy of the detailed FGS annual report should be emailed to the MD PhD program office by June 15 of each year.
6. Effective January 2014, trainees will also prepare a brief semi-annual update for their Advisory Committee and the MD PhD program Director. It is to be sent out by the end of the second week in January, each year that they are in the PhD arm of their program.
The intent of the report is not to provide a detailed assessment of everything
accomplished but to ensure that the trainees program is on track and that progress is being made. This semi-annual progress report is a one page synopsis composed of bullets that summarize (i) progress made in the last six months and (ii) plans for the next six. It is best to submit this to the PhD Advisor for review before sending out to the advisory Committee and the MD PhD office. No followup to this half yearly update is required by the Advisory Committee unless it is requested by Trainee or Advisor or a substantial roadblock to progress becomes evident from the report. Trainees who have entered Med III will generally only need to provide an update on Thesis submission and the status/projected timing of the upcoming oral defense.
7. Reintegration into Med III needs to be planned with attention to deadlines for both the PhD and the MD programs. One year prior to the anticipated return to full time medical studies, the Trainee and Advisor should bring this intention to the attention of the Advisory Committee to seek independent advice on whether this is realistically attainable. The trainee should have completed their PhD candidacy exam before this meeting. The trainee will provide the committee a reverse timeline of what is to be
accomplished and when to demonstrate feasibility of the projected completion of the PhD requirements over the coming 12 months. In order to begin Med III, at a
minimum, the trainee is expected to provide the Advisor with a well written semi- final draft of the extended Thesis Abstract and Results sections (figures, legends and detailed text) for the PhD thesis. Limited time is available during Med III to complete and revise the Introduction, Materials/methods and Discussion. The PhD oral defense should be scheduled for within 15 months of beginning Med III. Trainees should make themselves fully aware of Faculty of Graduate Studies deadlines and the time required for the internal and external examiners to read the thesis
8. Return to MD studies post-PhD: The Trainee should notify the UGME office well in advance of their intent to undertake Med III so as to confirm that all necessary arrangements are made. Briefly, Introduction to Clerkship occurs only once a year, commencing the last Monday of August. Other than that, the MD program is flexible about when rotations and electives occur. Up to 8 weeks of elective time may be taken to work on finalization of the PhD thesis or finishing manuscripts for publication.
Candidates should be aware that eligibility for the CaRMS match is such that all components of the MD program must be completed by the end of June in the year of residency program commencement.
Part II is an Advisory Document for discussion by the Trainee and their Advisor. It represents a summary of best practices.
Research Environment (Goals for both Advisor and Trainee)
To ensure that students are working in an environment that values their contributions to research and the university, it is important to outline the rights and responsibilities of students and mentors during their research arm of the MD PhD program. The training environment is designed to teach students the skills necessary to be successful independent researchers.
1. Graduate students will spend a reasonable amount of time working on their research project to ensure timely and efficient completion of their work. This is typically 40-45 hours per week. The student should learn to work independently, and schedule their working hours accordingly. Specific working hours should not be dictated by the student’s supervisor.
2.
Students are entitled to two weeks of holidays during the year, in addition to holidays in which the University of Manitoba is closed.3. Supervisors and students shall not seek or maintain any improper personal relationship or agreement with one another that would directly or indirectly impact the nature of the working relationship (ROASS 2009). Supervisors will comply with existing human rights legislation, and refrain from differential treatment of individual students on the basis of their actual or presumed membership in, or association with some class or group of persons (ROASS 2007). No preferential treatment shall be given to any particular student by their supervisor that places other students working under the same supervisor at disadvantage.
4. If available, students will be provided a study space and computer access to carry out research and studying relating to their program.
5. It is in the Trainee’s best interests to ensure that appropriate biosafety and ethics approvals are in place for their research. Advisors are reminded that it is their responsibility (i.e. The PI on the operating funds supporting the research being carried out by the trainee) to ensure that appropriate Tricouncil -mandated approvals are in place and kept current or the portion of the data obtained without ethics approval must be destroyed.
Student Commitment
I acknowledge that I have the primary responsibility for the successful completion of my degree. I will be committed to my graduate education and will demonstrate this by my efforts in the research setting. I will maintain a high level of professionalism, self- motivation,
engagement, scientific curiosity, and ethical standards.
1. I will meet regularly with my research advisor and provide him/her with updates on the progress and results of my activities and experiments.
2. I will work with my research advisor to develop a thesis/dissertation project. This will include establishing an anticipated timeline for each phase of my PhD program. I will strive to meet the established deadlines.
3. I will make myself knowledgeable of the policies and requirements of my graduate program, graduate school, and institution. I will commit to meeting these
requirements.
4. I will attend and participate actively in laboratory meetings, seminars and journal clubs that are part of my educational program
5. I will comply with all institutional policies, including academic program milestones. I will comply with both the letter and spirit of all institutional safe laboratory practices, ethics, animal-use and human-research policies at my institution.
6. I will participate in my institution’s Responsible Conduct of Research Training Program and practice those guidelines in conducting my thesis/dissertation research.
7. I will be a good lab citizen. I will agree to take part in shared laboratory responsibilities and will use laboratory resources carefully and frugally. I will maintain a safe and clean laboratory space. I will be respectful of, tolerant of, and work collegially with all laboratory personnel.
8. I will maintain a detailed record of my research work. I am aware that my original notebooks and all tangible research data are the property of my institution but that I am able to take a copy of my notebooks with me after I complete my thesis/dissertation. I recognize that the experimental and course work counted for credit in my doctoral degree can only
contain the
experimental progress that has not been reported for an earlier degree. Thus, results reported to obtain a BSc (Hons) , BSc (Med) or an MSc degree that was awarded prior to beginning the PhD are not eligible for credit towards the PhD. The same applies to any formal courses and grades previously obtained.9. I will discuss policies on work hours, sick leave and vacation with my research advisor.
I will consult with my advisor and notify fellow lab members in advance of any planned absences.
10. I will discuss policies on authorship and attendance at professional meetings with my research advisor. I will work with my advisor to submit all relevant research results that are ready for publication in a timely manner prior to my graduation.
11. I acknowledge that it is primarily my responsibility to develop my career following the completion of my doctoral degree. I will seek guidance from my research advisor, career counselling services, thesis/dissertation committee, other mentors, and any other resources available for advice on career plans.
Advisor Commitment
1. I will be committed to mentoring the graduate student. I will be committed to the education and training of the graduate student as a member of the scientific
community. I recognize the importance of timely feedback to my trainees. During the process of application for the MD PhD program process, I will strive to identify
appropriate experience for the composition of the PhD advisory committee. Where departmental regulations require initial enrollment in MSc, then transition to PhD , I will identify three advisory committee members from the initiation of the project.
2. I will be committed to support thesis related research of the graduate student. I will help to plan and direct the graduate student’s project, set reasonable and attainable goals, and establish a timeline for completion of the PhD. I recognize that completion of advanced research training and awarding of a high quality research-rich PhD is the goal and that , as best possible, the program aims for completion of the PhD in ~3 ½ years of full time PhD work. I recognize the possibility of conflicts between the interests of externally funded non-profit or for-profit research programs and those of the graduate student, and will not let these interfere with the student’s pursuit of his/her
thesis/dissertation research.
3. I will be committed to supervising the graduate student until they complete their degree, or will find a suitable supervisor as a replacement in the event of my departure.
4. I will be committed to meeting one-on-one with the student on a regular basis.
Recognizing that lab practices differ, it is expected that “regularly” will be defined by the Student/Advisor pair.
5. Recognizing that the MD PhD program has competed for awards to provide financial support for the PhD student in my group, I will be committed to providing direct research resources for the graduate student to conduct their thesis/dissertation research. For a trainee who, in my view, has demonstrated exceptional commitment or research success, I have the option of providing a top up (commonly between 2,000- 5,000 per annum) to the stipend provided in support of our research by the MD PhD program.
6. I will work with the graduate student in selecting a thesis/dissertation committee. I will ensure that this committee meets at least annually (or more frequently, according to program guidelines) to review the graduate student’s progress. I will review the semi- annual (electronic) and annual documents sent to Thesis Advisory Committee and the MD/PhD program office at least a week prior to the meeting(s).
7. I will lead by example and facilitate the training of the graduate student in complementary skills needed to be a successful scientist, such as oral and written communication skills, grant writing, lab management, animal and human research policies, the ethical conduct of research, and scientific professionalism. As
appropriate based on the trainee and their progress in research, I will encourage the student to seek opportunities in teaching or tutoring to strengthen that aspect of their career development.
8. I will expect the graduate student to share common laboratory responsibilities and utilize resources carefully and frugally.
9. I will not require the graduate student to perform tasks that are unrelated to his/her training program and professional development.
10. I will discuss authorship policies regarding papers with the graduate student. I will acknowledge the graduate student’s scientific contributions to the work in my
laboratory, and I will work with the graduate student to publish his/her work in a timely manner, optimally prior to the student’s graduation.
11. I will encourage the graduate student to attend scientific/professional meetings and make an effort to secure and facilitate funding for such activities.
12. I will provide career advice and honest letters of reference for his/her next phase of professional development. I will also be accessible to give advice and feedback on career goals.
Advisory Committee Commitment
1. Assembly of the student’s advisory committee shall be carried out as a joint effort by supervisor(s) and student. This is usually complete or almost complete by the time of the MD PhD admissions committee interview.
2. The committee shall function to provide unbiased guidance and support to assist graduate students in developing their research proposal and protocols to ensure productive high-quality research.
3. The committee shall assist the student with in resolving research and program related issues that arise during the course of the program.
4. The committee shall represent the best interests of the student in an unbiased fashion independent of the supervisors own opinions.
