FAQs relating to graduate studies and postdoctoral fellowships
The School of Graduate Studies offers guidance and services to students, staff and faculty. Below are answers to commonly asked questions relating to graduate studies and postdoctoral fellowships.
Information regarding program curriculum information and academic regulations can be found in the Graduate Calendar. Students with questions specific to their program or progress should contact their graduate program director or assistant. Peer support and networking opportunities are available through GradProSkills and Student Services. We also remind students that mental and physical health support is available.
Please note that this page will be updated continuously.
International students should refer to Concordia’s International Student FAQs
Graduate admissions
School of Graduate Studies Admissions Statement
The Covid-19 pandemic has changed the world in a few short months. While every aspect of life has been altered for us all, it is our students (both current and future) who have faced the most severe challenges.
Concordia’s School of Graduate Studies recognizes the urgency of this transformation and fully supports more flexible admissions policies to allow for a more holistic interpretation of candidates. Applications will be reviewed within the context of the pandemic, and applicants are encouraged to illustrate their individual circumstances in their personal statements.
Concordia acknowledges the need for adaptation in unprecedented times and supports more flexible admissions policies. Current, incoming and potential students are encouraged to contact their Graduate Program Directors (GPDs) to learn more.
Many programs have extended their confirmation deadlines. Contact your Graduate Program Assistant (GPA) for information.
Please contact the appropriate admissions consultant for individualized guidance.
To defer admission, refer to your official Letter of Admission for instruction or contact your program directly.
Language testing
Should you experience difficulties registering for English language proficiency tests like IELTS or TOEFL, please note that we are now accepting the Duolingo English Test, which does not require visiting a test centre. See more information.
If you have registered for an English language test, please upload your registration confirmation to your Student Centre so that we can anticipate your results. Under Document Type, select Note from Student.
Academic regulations
At the height of the pandemic, the university allowed students to choose a PASS notation rather than a letter grade for one course per term. Since it was conceived of as an emergency, short-term measure, the PASS notation is no longer an option.
If you find yourself struggling with a class, remember you do have the option of dropping it before the DNE or DISC deadlines.
Please note that some courses at Concordia, most notably at the graduate level, were designed to use a PASS/FAIL grading system, rather than a letter grade. For those courses only, the PASS notation remains in effect.
In the case of a course for which you receive a grade of F, you may not convert the F to DISC. The F grade will remain on your transcript.
The academic progress of graduate students is assessed at the end of every term. To be considered in good standing, students in doctoral programs must maintain the F Rule, C Rule and an Assessment Grade Point Average (AGPA) of at least 3.00 based on a minimum of 12 credits. Students in master's, graduate diploma and graduate certificate programs must maintain a minimum GPA of 2.70. Independent and Visiting students are only subject to the F Rule.
Examinations
Comprehensive examinations can proceed in-person only if the student and all other participants in the examination are willing and able to attend in person. If unanimous agreement for the comprehensive to be held in-person cannot be reached, then the examination will be held online or postponed per our current procedures.
Arrangements for in-person comprehensives are handled by the graduate program.
Bookings may be made via the space reservation page and should be done at least two weeks in advance of the examination to make sure that space is available.
Note that all participants must follow EH&S procedures.
A “timed online exam” refers to a final exam, taking place during the exam period, that must be written in one sitting over no more than a three-hour time period, proctored or not. Other final assignments including take-home exams – even if these have a specific time duration – projects or quizzes, do not fall under these guidelines.
Awards and funding
Yes, in addition to funding virtual conferences, conference travel funding is once again available as of August 2021. Please note students must adhere to the current government measures. As a key element of supporting the safety of members of the Concordia community while abroad, we strongly encourage any Concordian travelling outside of Canada to register their trip in the International Travel Registry. The registry is also accessible via the Student Hub's My CU Account page.
The registry allows the university to know where Concordia students are when travelling outside of Canada on Concordia business, and to be in a position to provide emergency assistance if needed. Download the Conference and Exposition Award application form.
Postdoctoral fellows
New and prospective postdoctoral fellows
If you have received a postdoctoral appointment (job offer) and an approval on your work permit application, you will likely be allowed to enter Canada; however, entering into Canada is regulated by the federal government and border restrictions are changing on a regular basis. All postdoctoral fellows are strongly advised to familiarize themselves with current border restrictions prior to travelling to Canada.
Note: Border services officers will make a final determination on the foreign national’s eligibility to enter Canada at the port of entry. You must have a valid job offer in Canada, work permit approval and be able to start working after you complete your quarantine (unless you’re exempt from quarantine).
Please check the updated Covid-19 Travel Regulations set by the government of Canada.
We encourage you to connect with your prospective supervisor to discuss your next steps; and please note that your appointment will be contingent upon IRCC work permit approval. https://www.canada.ca/en/services/immigration-citizenship.html
Entry into Canada is regulated by the federal government and border restrictions are changing on a regular basis. All postdoctoral are strongly advised to familiarize themselves with current border restrictions prior to travelling to Canada.
Note: Border services officers will make a final determination on the foreign national’s eligibility to enter Canada at the port of entry. You must have a valid job offer in Canada, work permit approval and be able to start working after you complete your quarantine (unless you’re exempt from quarantine).
All research labs are currently opened. Please consult with your supervisor to determine if, when and how you may access your lab.
International students who obtain(ed) their PhD from a Canadian University are eligible for the Post Graduate Work Permit (PGWP), which is different from the traditional work permit. For these cases, international students may start a postdoctoral appointment using their valid study permit and few other documents while their Open Work Permit is being processed.
Please contact Postdoctoral coordinator.
Thesis defences
Visit the Thesis Office for information about all other matters relating to thesis submission and defence.
For the foreseeable future, Concordia University is having oral thesis defences conducted remotely via videoconferencing using the Zoom software application.
Master’s defences will also proceed remotely by Zoom videoconferencing using the above procedures. The organization and administration of Master’s defences will still be handled by the graduate programs and not by the Thesis Office. Please note that the new calendar regulation removing the mandatory requirement for master’s thesis oral defences comes into effect in Fall 2020: Graduate Programs may or may not require an oral defence as part of their master’s degree requirement. Please consult with your Graduate Program to find out if you will be required to have an oral defence as part of your master’s studies from Fall 2020 onward. Graduate Programs are still required to submit all pertinent documents to the Thesis Office.
Students should make their initial thesis submissions per normal procedures. Examining committee members should submit their reports in advance per normal procedures. All participants in thesis defence will receive detailed instructions, well in advance, on how to join via teleconferencing. Travel arrangements for the external examiner should not be made to attend thesis defences in person.
Current thesis submission deadlines will be maintained.
Running a thesis defence using Zoom
Supervisors of PhD candidates will be responsible for setting up the Zoom meetings with the invitees. Visit the following link: https://concordia-ca.zoom.us/. Supervisors will enrol with their @concordia.ca email, create a web conference, share it with their student, external examiner, internal examiners and chairperson. We strongly suggest that supervisors run a simulation before the real defence session.
If a supervisor encounters technical difficulties in setting up a Zoom session, they should directly contact IITS for further support. In the event that a defence cannot go ahead due to unresolvable technical difficulties, the defence will need to be postponed and rescheduled at a later date. The chairperson is responsible for making the final decision to postpone the defence should unsurmountable technical difficulties be encountered.
The supervisor will invite the PhD candidate, the external examiner, the other members of the examining committee, and the defence chair. Supervisors should make sure that they have email addresses for all attendees in advance of the session in order to invite them through Zoom.
At the present time, the School of Graduate Studies strongly recommends not to invite anyone other than the active participants in the defence. This will avoid putting undue stress on the system, enhance security, and will ensure that the session goes smoothly.
No. Only the supervisor needs a Zoom license. A site license has been procured and individual licenses are not necessary. If a supervisor experiences difficulties, they should contact IITS directly for support.
We recommend that all examiners forward their questions via email to the chair of the defence prior to the event. We also recommend that other means of communication such as Skype and phone contacts are exchanged. Every attempt should be made to resolve the situation within a reasonable period of time (e.g. 15-30 minutes). We also recommend that the defence continue without at most one examiner (other than the chair or the supervisor). In such an event the chair can act as a delegate and ask the questions on behalf of the absent examiner. If the remote defence cannot proceed because Examining Committee quorum has not been achieved, then the remote defence must be postponed and rescheduled (see above).
After the defence
Please ensure that all relevant forms have been signed digitally (you can sign on behalf of all examining committee members) and then send all relevant completed documents electronically (via email) to the Thesis Office.
Electronic signatures (i.e., scanned copies of signatures) are acceptable, and the defence chair can sign electronically on behalf of all examining committee members. For the signature page in particular, the chair can sign for all of the examiners, manually and email a scanned copy to the Thesis Office. This can also be done for the committee rankings of the thesis and oral defence.
Campus access
All graduate students will have recurring access to campus once they:
- Obtain authorization from their supervisor/department
- Complete a mandatory COVID-19 Pandemic Safety Training and quiz (via Moodle)
- Complete the COVID-19 Safety Pledge
The links for the COVID-19 safety training an pledge can also be found in the Student Hub's My CU Account page. Compliance with the COVID-19 Pandemic Safety training and Self-Evaluation Pledge is verified upon entering campus.
Graduate students will have recurring access to their offices, as they did pre-COVID.
For more information about access to labs, refer to the Research FAQs and make sure to determine which safety course you will need.
For more information about access to the library, refer to the Library's Covid-19 page.
Useful links
If you have questions that are not addressed by the FAQs, please contact covid19info@concordia.ca.
