Professor teaching research students.

Mentorship Matters

Our mentorship program is a talent development program or opportunity that pairs skilled, knowledgeable mentors with mentees who can learn from them.

The Faculty of Medicine is committed to providing a safe and positive learning environment for all learners (undergraduates, graduate students and postdoctoral fellows), faculty and staff. High standards of professionalism are expected of all members of the Faculty of Medicine community. To ensure a safe, supportive and positive learning environment, all members of the Faculty must uphold the highest standards of ethical and professional behaviour consistent with the values of the University of Ottawa.

One of the most important mentoring relationships a graduate student or postdoctoral fellow has is with their research supervisor. Together, learners and research mentors can foster a professional relationship centered around learning, critical thinking and excellence in research.

The Faculty of Medicine has a ZERO tolerance for mistreatment of any kind.

Here you will find information about the roles and responsibilities for both research supervisors and learners, the difference between mentoring/teaching and mistreatment, and how to report unprofessional behaviour.

Let’s work together to put strong mentorship first.

Responsibilities

A thesis supervisor plays a crucial role in the academic career of graduate students by ensuring successful progress in their program of study.

Effective supervision of Graduate students necessitates close interactions between the graduate student and their supervisor. The supervisor must fulfill three essential roles in this process:

  • to advise

  • to monitor and;
  • to act as a mentor

In addition, supervisors are uniquely positioned to provide feedback and guidance regarding the progress of their students.

Supervisors need to be aware of, and respect, the conditions necessary for the proper oversight of their graduate students. In particular, supervisors must:

  • Be cognizant of all Departmental, Faculty and University regulations, policies and procedures relevant to Graduate Student training, and ensure their implementation in a timely and efficient manner.

  • Be available to advise students on their program of study (including course selection and degree requirements), and the development of an appropriate research question/research project.
  • As appropriate, provide infrastructure, materials and equipment for data gathering and analysis.
  • Help students with the interpretation of raw data and findings.
  • Make sure that copies of raw data, lab books, etc. related to the student’s research are being maintained.
  • Be available for discussions with students and ensure appropriate support mechanisms are available during absences (for instance, telephone number and e-mail address).
  • Provide at least minimal financial support throughout the tenure of their studies as mandated by the Graduate Program.
  • Provide feedback related to the student’s academic and research progress. Constructive suggestions for improvement should be provided to help students develop in the context of the graduate program. The frequency of the meetings will vary but should be often enough for the student to feel supported.
  • With the student, decide appropriate membership for a Thesis Advisory Committee (TAC), and ensure proper and timely flow of communication between the student and their TAC (i.e., scheduling of meetings, submission of progress reports).  Thesis supervisors are expected to ensure that the student understands the roles of their TAC.
  • Give timely responses to written materials (research papers, chapters of thesis) submitted by students—normally within two weeks, unless alternative arrangements have been mutually agreed upon.
  • Assess the student’s self-evaluation reports. Complete and sign each progress report in a timely manner (as defined above).
  • Inform students when their progress is unsatisfactory and advise them on what can be done to improve it.
  • Assist and counsel students applying for scholarships and financial support. This includes writing quality letters of reference.
  • Ensure that the work environment is free from harassment, discrimination and conflict and compliant with Health and Safety protocols.
  • Create and promote opportunities for students to practice dissemination of results.
  • Ensure the development of critical thinking skills through the facilitation of active discussions of research findings and relevant literature
  • Provide mentorship and career building opportunities in line with the learner’s aspirations and strengths. Create space to discuss career ambitions.
  • Encourage timely completion of the degree and ensure proper recognition of future publications that include a student’s work.
  • Inform the student, Graduate Office and TAC at the earliest opportunity if exceptional conditions necessitate their withdrawal from their supervisory role.  Examples of such situations include personal or professional conflicts, or illness necessitating a prolonged absence.

University of Ottawa policies

Stack of books on a table

As members of the University, the Faculty of Medicine adheres to policies related to discrimination and harassment (67a) and sexual harassment (67) which can be found, along with all policies, on the University of Ottawa main Regulations, Policies, and Procedures site.

  • Prevention of harassment and discrimination (Policy 67a)
  • Sexual harassment (Policy 67b)
    • Policies 67a & 67b provide the following definition of sexual harassment:
    • unwanted sexual attention from a person who knows or ought reasonably to know that such attention is unwanted; or
    • implied or expressed promise of reward for complying with a sexually-oriented request; or
    • implied or expressed threat of reprisal or actual reprisal for refusal to comply with a sexually oriented request: or
    • a sexual relationship which constitutes an abuse of power in a relationship of trust; or
    • sexually oriented remarks or behaviour which may reasonably be perceived to create a negative psychological and emotional environment for work and study.

“The filing of a complaint of sexual harassment is the right of every member of the University community and may be exercised without fear of reprisal or threat thereof. In addition, the mere fact that a complaint has been filed against an individual does not, in and of itself, constitute grounds for disciplinary action against that individual.” Policy 67, article 32 (Sexual harassment and Rights of complainant and of respondent)

Professionalism policy

Pen and a notepad

Learners, Faculty members and staff of the Faculty of Medicine must adhere to the Faculty of Medicine policy on professionalism.

The purposes of this Policy are to:

  • Define and promote appropriate professional values, attributes and behaviours which together set the Faculty’s standards of professionalism;
  • Serve as a statement for all Learners and Faculty Members of their professional and ethical obligations which extend to their relations among each other, with patients, with affiliated hospitals or instructional sites, in respect of their University and professional responsibilities for education, research, clinical care and administration; and
  • Set out the mechanisms available to identify, address and correct recurring professionalism concerns.