• Before applying for admission to a thesis program, students must ensure that they have:
  • examined their academic and professional goals realistically;
  • researched the targeted program;
  • become acquainted with the regulations and requirements of the desired program in order to satisfy them in a timely manner;
  • understood the yearly time commitment dedicated to thesis work (i.e., full-time enrolment in a program is equivalent to a full-time job, where thesis work will involve a large portion of that time);
  • noted the financial obligations for planning purposes for the duration of the program;
  • Read the documents Essential Requirements – Master’s Thesis, Essential Requirements – Doctoral Thesis and Essential Requirements – Comprehensive Exam (Doctorate) in order to become familiar with the requirements of these activities.
• Students must ensure that they engage in the field of study that excites them sufficiently to sustain their interest throughout their studies. They will be able to determine this by speaking with fellow students and faculty members conducting research in the same area. The information gathering stage should be completed before contacting a potential thesis director.

Thesis director identification

• The student must identify a thesis director to supervise their thesis project. Graduate supervision is one of the most important aspects of graduate studies since this person plays a key role in guiding the research. Note that, in some programs, the selection of the thesis director takes place during the admission process in consultation with the Vice-Dean and/or admission committee. Please confirm the relevant process with your intended program.
• A professor is not required to agree to supervise the work of a student if it seems to the professor that the collaboration will not be fruitful due to a lack of compatibility or, insufficient resources.
• A student could, in some cases, have more than one thesis director. The mention of a thesis director in this document implies the possibility of co-supervision.
• Information to collect before contacting a potential thesis director
• Professors, by research interests.
• Professors, lists via faculty websites. Choose the faculty of your interest and visit their page that lists the faculty members.

Questions to ask yourself for a potential thesis director

Following your meeting with a potential thesis director, ask yourself the following questions:

• Am I interested in this professor's research and the ideas expressed in their seminars, publications and conferences?
• Do we have common research principles and ideals?
• Do I believe this professor would be interested in my ideas?
• Do I know the professor’s academic qualifications?

These questions are important and will ensure a good foundation for the supervisory relationship. It is also important that you think about pragmatic questions, such as:

• Will this professor have enough time to supervise my work?
• Will they report on my progress in a timely manner?
• Do they understand the level of supervision I need?
• Is their supervisory style right for me? (See management styles in the frame below)
• Would I be comfortable working with this person for my thesis?
• Can they provide me with adequate research infrastructure?
• Can they offer me funding opportunities in the form of research grants or help guide my search for financial support?
• Will the funding I will receive be sufficient for the duration of my studies?
• Will they give me the opportunity to participate in networking opportunities (e.g.: conferences) and publications?
• Questions to ask after the meeting with the potential thesis director

Management style of thesis directors

We generally notice four supervisory styles, all with advantages and disadvantages. Ideally, thesis directors will adapt their way of supervising to the learning needs of students throughout their academic career. Note that several interpersonal factors such as the expectations of thesis directors, their personality, or their way of working can influence their way of supervising research and the completion of a thesis.

Directive style: Directs students through each stage of the research until the writing is completed. Students are followed step by step and meet frequently.

Advisor style: Directs students when developing the project, acts as an advisor during the intermediate stages and becomes more directive again during writing.

Guiding style: Directs more closely during the initial stages of research, then gradually becomes less directive as students find their way.

Non-directive style: Allows students to be independent throughout the project. Generally, contacts are less frequent.

Note: If you work in an environment with several people, or in a research team, and you are in contact with colleagues (e.g.: senior graduate students, postdocs) acting as mentors or exercising certain supervision responsibilities, it is your responsibility to validate with your thesis director any directive that will influence your research career. Peer interactions are strongly encouraged. However, your supervisory relationship is with your thesis director who is, in the end, the one responsible for supervision.

• Be duly enrolled in your courses or research activities each term.
• Complete a progress report.
  (Ref. : C-4 Academic Standing for Graduate Studies)
• Respect the policies, academic regulations, university regulations and those of your program.
  (Ref. : Policies and Regulations)
• Know and respect the regulations and the principles of ethics and responsible conduct.
  (Ref. : Policy 115: Responsible Conduct of Research)
  (Ref. : Policy 130 - Student Rights and Responsible Conduct)
  (Ref. : Research data management | Library (uottawa.ca))
• Use resources responsibly.
• Contribute to maintaining a safe environment and show respect towards others.
• Demonstrate academic integrity (honesty, trust, fairness, respect, and responsibility) in all aspects of their roles and responsibilities.
• Respect cultural diversity and demonstrate intercultural curiosity.
• Update your personal contact details in your University Student Center (uoZone).
• Complete your annual progress report.
• Complete the Graduate Supervision Form found at the bottom of this webpage with your thesis director(s). Update the form on a yearly basis, or as needed.

Plan your path together with your thesis director.

• Quickly clarify expectations of the supervisory relationship. Some discussion points:
  • identifying learning accommodation needs
  • the supervisory style
  • the frequency of meetings and the development of a schedule
  • Intellectual property
  • the material resources necessary and available to complete the research
  • the method of operation (deadline for submitting corrections, making appointments, etc.)
  • constraints on both sides (e.g.: prolonged absence for sabbatical, stay abroad, etc.);
• Establish a detailed research plan and a realistic timeline and maintain relevant documentation
  (Ref.: C-4 Academic Standing for Graduate Studies)
• Discuss with your thesis director the amount of time you plan to devote to coursework, thesis work, and other relevant tasks (e.g., professional training).
• Act on this plan and revise the plan as necessary (e.g., responsibilities often change at the start of a new term, with new courses and professional training opportunities).
• Determine the courses and other training to follow in relation to your program, previous training and professional intentions.
• Make time with your peers, find opportunities to collaborate with your peers. Do not underestimate the importance of maintaining sustained contact with peers to counter isolation.
• Prioritize networking because publications cannot replace professional interactions and exchanges with colleagues, faculty, and staff.

• Establish a financial strategy for the duration of your studies.
• Find out about the different sources of financing. Explore possible sources of funding from non-profit or government organizations or other organizations directly or indirectly related to the field of research.
  (Ref.: Online scholarship application tool: Applying for scholarships and awards | Study (uottawa.ca)
• Apply to various scholarship competitions from the UO. Plan according to the deadlines of the various competitions. Allow enough time to ensure you have the most competitive application possible.
• Respect the standards and deadlines of funding organizations for obtaining a scholarship or grant.

• Ensure effective communication with your thesis director. Collaboratively establish a climate of trust and mutual respect allowing open communication.
• Maintain regular contact with your thesis director and respond within reasonable (pre-established) deadlines to your questions or comments.
• Meet regularly with your thesis director, keep a report of the discussions, and take into account the directives or corrections proposed.
• Allocate reasonable (pre-established) deadlines for your thesis director to provide feedback.
• Quickly inform your thesis director of any circumstances that may interfere with your detailed research plan.
• Discuss possibilities for disseminating your research results.

• Make sure it is possible to work remotely in your program via discussions with your thesis director and the director of your graduate program. There are university programs and regulations that limit telework in certain cases (e.g., in person courses, most teaching assistantship positions). Identify reasonable and achievable tasks and/or goals.
• Discuss with your thesis director how you will remotely access the resources you need to continue moving forward with your research. Ensure IT supports are in place to access data/resources remotely.
• Take appropriate steps to secure your data/information so that it is not easily accessible by any third party.
• Check that your thesis director has your current contact details and share them with other members of your research group if necessary.
• Familiarize yourself with reliable and recommended telecommunications platforms at the UO so that you can connect on time and without technical difficulties.
• Avoid isolation.

• Discuss your career plan and professional development needs with your thesis director. Your professional development plan can have two components, academic and non-academic, to consider the fact that the majority of those starting graduate studies will have a career outside of academia.
• Prepare a skills’ development plan in line with your professional goals.
• Know the resources available to you to develop your transversal skills with a view to an optimal professional integration, whether it is a career in the industry or outside the academic environment.
• Use relevant resources and follow the training provided to better equip yourself for integration into the workplace. (Ref. Professional Skills Development)

• Establish a dedicated workspace and create a work routine by identifying reasonable and achievable tasks/goals. (Ref. : S.M.A.R.T. Objectives )
• Balance your professional and personal life. Stay connected with friends, family, colleagues, and community members to limit feelings of isolation, which can negatively impact your personal well-being. Plan times to socialize.
• Take breaks and build downtime into your schedule.
  (Ref.: Pomodoro technique)
• Join support groups or research communities to help with feelings of isolation. Participate in conferences and workshops.
  (Ref.: Writing cafés | University of Ottawa (uottawa.ca))
• Your mental and physical well-being is important. Use UO services and resources necessary for your mental and physical well-being.
  Ref.: Health and wellness | Campus life (uottawa.ca)
  Ref.: Mental health and wellness | About us (uottawa.ca)
  Ref. : Student Health and Wellness Centre - Mental Health | Campus life (uottawa.ca)
  Ref.: Immediate support | Campus life (uottawa.ca)
  Ref.: Index des ressources pour étudiant(e)s - Santé et mieux-être | Vie sur le campus (uottawa.ca)
  Ref.: Athletics and recreation | Campus life (uottawa.ca) )

Note: Your autonomy and ability to take charge of your career path are key factors that have a direct impact on your success in graduate studies. The success of your research project is not only determined by the various types of educational, social, and financial support that the UO offers you, but also by your interests, your energy, and your motivation, as well as by the scope of your research, your thesis subject, and the quality of your research.

Anyone experiencing relationship conflict should first attempt to resolve the matter amicably between the parties involved.

If possible, we should curb any impulsive reactions and take a step back to think more objectively about the situation. Do not wait for the conflict to resolve itself by the simple passage of time, because it risks escalating and being difficult to resolve.

To address the disagreement in your relationship, do not hesitate to ask direct questions, but formulated in a positive way to show that there is no doubt about good intentions. These questions will naturally lead into discussion of the relationship itself. Here is an example question: How do you think we could work more efficiently?

Note: If the thesis director is also the director of graduate studies programs, the student can contact the management of their academic unit.

If the dispute is not resolved at step one, the student and/or thesis director may make written representations to the director of the graduate program. The latter could proceed as follows:

• Invite the parties to a meeting to discuss the perceived or real conflict in order to obtain more information; Or
• If a single meeting including all parties is not possible, the program director will meet with the parties individually to obtain more information.
  • Subsequently, the program director will invite the parties to a joint meeting to continue the discussion;
• The program director will guide the discussion to find solutions to resolve the conflict and identify a list of potential resources;
• If the program director judges that the dispute falls under another university regulation, they will advise the parties on the steps to follow.

If the dispute is not resolved in step two, the student and/or thesis director may make written representations to the Vice-Dean of Graduate Studies (or their equivalent) of the faculty where the student is enrolled. The Vice-Dean will consider the previous steps taken to attempt to resolve the dispute and will request details from the parties involved. The latter could proceed as follows:

• Invite the parties to a meeting to discuss the perceived or real conflict in order to obtain more information; Or
• If a single meeting including all parties is not possible, the Vice-Dean will meet with the parties individually to obtain more information;
  • Subsequently, they will invite the parties to a joint meeting to continue the discussion;
• The Vice-Dean will guide the discussion to find solutions to resolve the conflict and identify a list of potential resources;
• If the Vice-Dean determines that a solution to resolve the dispute is not possible or desirable to ensure positive supervision that promotes success, they may terminate the supervision relationship.
• If the Vice-Dean judges that the dispute falls under another university regulation, they will advise the parties on the steps to follow.