MESc/PhD Program Policies and Procedures

  • Email

  • All official correspondence from Western will be sent to students' Western University email addresses (the "@uwo.ca" email). A student may wish to forward mail from this account to a private email address for easy access.

    Email is the primary method of correspondence at Western, and so students are responsible for checking their Western University email accounts regularly. Any students who are unable to access their Western email address should contact Western Technology Services (WTS).

  • Personal Information and Immigration Status Updates

  • All personal information recorded in the Student Center must be up to date (phone number, address, emergency contacts, and Social Insurance Number).

  • International students who extend their study permit at any time during their studies at Western must provide SGPS with a copy of the new study permit (visit International & Graduate Affairs Building, Room 1N07, or email gradapps@uwo.ca). A scanned copy of the new study permit should also be emailed to ceeresearchgrad@uwo.ca.

    Students who receive Permanent Residency status at any time during their graduate studies must provide proof of Permanent Residency to SGPS.

    Building Access

  • Building access is handled through the CEE Graduate Office. Upon arrival, access to the engineering buildings will be provided.

  • In order to gain key access to a lab or office space, students must first complete all required health and safety training and provide proof of completion (see the below information about Health and Safety). Lab key requests may be made through the Facilities Management portal.

  • Holiday/Vacation Leave

  • Full-time graduate students are expected to be active in the program for all three terms of the university year, as specified in the Senate Registration Policy. Students are entitled to take two weeks of vacation per year in addition to statutory holidays (see Western University's Holiday Schedule) and the week-long closing of the University from late December until early January. Vacation should be scheduled by mutual agreement between the graduate student and the supervisor. Time away from studies must take into account the impact on timely progression and the impact on research and other responsibilities.

  • Students must complete and submit a Kuali Grad Student Off Campus Request Form at least 1 week prior to the start of any vacation.

  • The student should meet the terms and conditions of any financial contractual agreements, such as a GTA position.

  • Enrollment Letters

  • A research student (MESc or PhD) wishing to obtain an enrollment letter must email the CEE Graduate Office at ceeresearchgrad@uwo.ca. Note that there is a 5 day turn around for these letters to be issued.

Health and Safety

All students in the MESc and PhD programs are required to complete the following health and safety trainings: 

  • AODA - Accessibility in Teaching
  • Building Inclusivity through Anti-Racism
  • Cyber Safety Awareness
  • Laboratory Safety and Hazardous Waste Management
  • Safe Campus Community
  • Supporting Disclosures of Gender-Based and Sexual Violence
  • WHIMS
  • Worker Health and Safety Awareness

Students can access these trainings through the Graduate Student Health & Safety Training OWL site (OWL login required). All of the required trainings are listed in the Assignments tab of this OWL site.

After successfully completing a training, students will receive a certificate of completion. These completion certificates must be uploaded to the Graduate Student Health & Safety Training OWL site for training completion to be recorded.

All required trainings must be completed by the end of the second month of the first term of study.

Failure to complete the required health and safety trainings may result in student account deactivation. Students who have not completed their required trainings by the deadline will not be able to access any services at Western (the library, after-hours building access, the gym, etc.) until they have provided proof of training completion.

  • Student of Supervisor on Sabbatical or Other Leave

  • A supervisor who has been granted Sabbatical or other Leave shall complete documentation outlining the arrangement made for the supervision of their graduate student(s) and submit the documentation to the CEE Graduate Office.  A copy of the documentation shall be forwarded to each graduate student involved.

  • Changing Supervisor

  • Occasionally a student may feel it is in their interest to change their supervisor.  The agreement of the current supervisor should first be sought; in the event that it is withheld, the student must notify the Associate Chair Graduate (Research), who will attempt to resolve the impasse.

  • Academic Accommodation

  • If medical, compassionate, or other legitimate grounds prevent a student from fulfilling their academic responsibilities in a course, they may request academic accommodation. To request academic accommodation, students must complete the Request for Academic Consideration form and submit this form, along with any supporting documentation, to the Office of the Associate Dean (Graduate).

  • For more information about the academic accommodation policy and to access the Request for Academic Consideration form, please visit the Request for Academic Consideration webpage.

  • Accessible Education

  • The academic accommodation process described above is meant for short-term, one-time situations which require accommodation. Students with disabilites who will require accommodation and support throughout their time in their graduate program must register for academic accommodation support with Accessible Education to receive ongoing accommodations.

  • Academic Records

  • Students should be aware it is their responsibility to regularly check their academic record and report any discrepancies to the CEE Graduate Office. Every student has access to their academic record through the Student Center.

    Scholastic Offences

  • Members of the University community accept a commitment to maintain and uphold the purposes of the University, and in particular, its standards of scholarship. It follows, therefore, that acts of a nature that prejudice the academic standards of the University are offences subject to discipline. Any form of scholastic dishonesty, including plagiarism, that undermines the evaluation process, also undermines the integrity of the University's degrees. The University will take all appropriate measure to promote academic integrity and deal appropriately with scholastic offices.

  • Academic Appeals

  • A graduate student is entitled to appeal in any situation in which they feel that they were not treated fairly.  It is incumbent on the student to first attempt to resolve the matter informally, at the earliest opportunity, with the person in authority who is most immediately involved, e.g. the course instructor. In the event that a satisfactory resolution is not obtained, the student may then lodge a written appeal with the Associate Chair (Graduate), within 4 weeks of the issuance of the mark or ruling.

  • More information about the Faculty of Engineering's graduate academic appeals procedure can be found on the Appeals Procedure webpage.

  • Senate Policy

    For more information and links to the complete scholastic offenses and academic appeals policies, please see the Senate Appeals and Discipline Policy.

  • Continuous Registration

  • A student enrolled in a graduate degree program must maintain continuous registration in the School of Graduate and Postdoctoral Studies in each successive term from initial registration, until all requirements for the degree are completed.

  • All international graduate students must have a valid study permit.

  • A graduate student is required to maintain a cumulative average of at least 70%, with no individual grade less than 60%. However, in order to recieve funding a minimum cumulative average of 78% must be maintained.

  • Request for Registration Extension

  • A graduate student who is entering their 7th (MESc), 13th (PhD), or 16th (Direct Entry PhD) term of registration must complete a Kuali Request for Registration Extension form in order to be term activated for the following term. The deadline to submit the form is 6 weeks prior to the start of term. This initial registration extension can be granted for up to three terms.

  • A graduate student who is entering their 10th (MESc), 16th (PhD), or 19th (Direct Entry PhD) term of registration must submit a Kuali Request for Registration Extension form each term in order to be term activated for the following term. The deadline to submit the form is 6 weeks prior to the start of term.

  • A graduate student who does not apply or submit the form will have their record sealed, which will result in not being able to access any services on campus. There is an approximate $50 charge to unseal a record.

  • Maximum Registration

  • The maximum registration period for completing a MESc is 3 calendar years from initial registration, and 6 calendar years from initial registration for the PhD. A student who transfers from the MESc to the PhD program (without completing the MESc) will be given a maximum of 7 calendar years from initial registration in order to complete the PhD.

  • The maximum registration period for a student admitted to an approved part-time MESc is 4 years.

  • Students will be withdrawn at the end of their maximum registration period unless the Vice-Provost (Graduate and Postdoctoral Studies) has approved an extension.

  • Leaves of Absence

  • A student may apply for a leave of absence on medical, compassionate, or pregnancy/parental leave grounds, providing justification/medical certification to the CEE Graduate Office. Leave of absence requests are made through the Graduate Student Web Services Portal. The recommended deadline to apply for a leave of absence is one month prior to the start of term.

  • Doctoral students may be eligible for a Medical Leave Bursary of up to $5,000.00 for one term of medical leave. For more information about the eligibility requirements for this bursary, please visit the SGPS leave of absence webpage.

  • Pregnancy/Parental Leave

  • A graduate student may apply for up to 3 terms of leave, which must be started within 12 months of the date of birth or custody. Graduate students are eligible for a $1,500.00 pregnancy and parental bursary, provided they have been registered as a full-time graduate student for at least 1 term and are not receiving additional Tri-Council benefits.

  • Senate Policy

  • For more information, including details about categories of registration, taking a leave of absence, and program withdrawals, please see the Senate Registration Policy.

  • To help off-set the cost of full-time graduate enrollment, Western is committed to providing funding support packages for eligible students.

  • The minimum funding support package for an international MESc student in the Department of Civil and Environmental Engineering at Western University is tuition plus $14,200 per year, and the minimum funding support package for a domestic MESc student is tuition plus $15,600 per year.

  • The minimum funding support package for a PhD student is tuition plus $17,000 per year. A PhD student who successfully passes the PhD comprehensive examination will receive tuition plus $18,000 per year.

  • Receiving funding support is contingent upon maintaining a minimum 78% cumulative average.

  • Funding is provided for full-time research graduate students for the first 2 years of the MESc program, the first 4 years of the PhD program, and the first 5 years of the Direct Entry PhD program. If a student transfers from the MESc to the PhD, the student is provided funding for the first 5 years, counted from the date of entry into the MESc program. There is no guarantee of funding beyond these periods. In some cases continued funding will be provided but this is conditional on satisfactory performance in research and availability of funds.

  • Funding support for graduate students comes from a variety of sources. These funding sources can include scholarship, graduate research fellowship, and part-time employment such as a Graduate Teaching Assistantship (GTA). The funding support provided may change if a student declines all or part of the funding available.

  • In order for a graduate student to receive payment, they must be active in the program (with all admission conditions cleared).

  • Since funds come from a variety of sources, with each source having different rules regarding the timing of payment, funds may sometimes be unevenly distributed throughout the year. A graduate student is expected to budget their finances on the basis of the total yearly support outlined in their offer letter. Funding is provided on a term-by-term basis at the beginning of each term (or shortly after a student is term activated) with the exception of GTA funding which is paid monthly on the second-last working day of the month.

  • To receive payment via Electronic Fund Transfer (EFT), students must set up their direct deposit banking information in My Human Resources. Please visit the SGPS website for instructions on how to receive payment by EFT.

    Tax Slips from Revenue Canada

  • Students are required to provide a current address in their Student Center and My Human Resources accounts in order to be provided a tax slip by Revenue Canada. Tax slips for a given year are forwarded in February of the following year to the current address on file. Students are also required to provide their Social Insurance Number (SIN) in the Student Center and in My Human Resources.

  • A student must maintain a 78% cumulative average to be eligible for a Graduate Teaching Assistantship (GTA).

    GTA appointments are made by the Chair of CEE. Appointments of up to 10 hours per week are made in the Fall and Winter terms, according to teaching needs and availability of funding.  A student is not obligated to accept a teaching assignment; however, since a GTA is an important component of graduate student funding and part of the financial commitment, a decision made by a student not to undertake assigned duties may result in a reduction in total annual funding support.

    Each term, if assigned a GTA, a graduate student will receive an offer of employment, including a Duties Specification Agreement letter. Duties and responsibilities may include those functions listed in the PSAC Collective Agreement. The collective agreement is the current contract negotiated between PSAC 610 (the union representing Teaching Assistants and Postdoctoral Associates at Western) and Western University.

    It is expected that the Teaching Assistant (TA) will be punctual in attendance at their duties and be present for the full scheduled time with the possible exception of a short break as agreed to with the course instructor. A TA should make certain to be available on the first day of class (see Western University's Academic Calendar). A TA is expected to be knowledgeable in the subject matter of the undergraduate course assigned.

    A TA may occasionally be asked to perform duties that do not fall within the categories outlined. Only under exceptional circumstances may a TA be required to replace a faculty member as a lecturer in the classroom. Assignment to such duties will only be permitted with the approval of the CEE Chair.

    As per the PSAC Collective Agreement, the course instructor shall meet with the TA around the mid-point of their appointment for the purpose of conducting a review of the TA's Duties Specification Agreement and reporting any issues that arise.

    The Centre for Teaching and Learning offers various workshops at no cost to help TAs develop their teaching skills.

  • The MESc program is a research degree comprising of a thesis and a minimum of 4 courses.

    At the beginning of each student's program, the student will meet with their supervisor to discuss the expectations of academic research, performance and timelines for progression. The research topic/title shall be selected, as well as the set of courses required. A maximum of 2 courses may be taken outside of the home program (CEE).

    Any requests for course exemptions must be made at this time. MESc students who have an incomplete Master's degree from another university may request an exemption from up to 1.0 course credits (equivalent to 2 graduate courses). Students who have transferred from the CEE MEng program to the CEE MESc program may request an exemption from up to 2.0 course credits (equivalent to 4 graduate courses). Exemption is not provided for courses taken in a previous graduate program in which a degree was obtained.

  • For an MESc course exemption request to be considered, the prior course(s) must be graduate-level technical courses in the same content area as the proposed MESc research, and they must have been passed with a grade of at least 80% (or equivalent). All course exemption requests must be verified with an offical course outline. For more information about course exemption requests, please visit the Graduate Course Requirements and Exemption Policies webpage.

  • The completed Kuali Proposed Program of Study Form must be submitted by the end of the first term of registration. Students who do not submit a Proposed Program of Study by the end of their first term in the MESc program may be prevented from registering in further courses.

    The supervisor shall propose members of the advisory committee, consisting of at least 1 faculty member who is a member of the School of Graduate and Postdoctoral Studies, in addition to the supervisor.

    Progress Review

  • An annual advisory committee meeting will be held with the student, the supervisor, and the advisory committee. The student is responsible for arranging the advisory committee meeting.

    Civil Seminar

  • Civil Seminar lectures are held during the Fall and Winter terms. All MESc students are required to attend 70% of the Civil Seminar lectures (attendance average is calculated each term). Additionally, MESc students must give a Civil Seminar presentation at least once during their program.

  • For more information, please visit our Civil Seminar webpage.

    Thesis

  • Each student shall refer to the Senate Thesis Policy, which provide specific information about Western's dissertation processes, requirements, services and deadlines, as well as other resources and materials. The SGPS Thesis Guide also contains helpful information related to completing the MESc thesis.

  • From time to time a student in the MESc program will demonstrate excellent potential for doctoral studies and the student and the supervisor both agree that rather than complete the MESc the student should expand the research into a doctoral thesis. A request for transfer must be submitted to the CEE Graduate Office on an Application for Transfer from MESc to PhD Form.

  • The PhD program is a research degree comprising of a thesis and a minimum of 8 courses.

  • At the beginning of each student's program, the student will meet with their supervisor to discuss the expectations of academic research, performance and timelines for progression. The research topic/title shall be selected, as well as the set of courses required. A maximum of 2 courses may be taken outside of the home program (CEE).

  • Any requests for course exemptions must be made at this time. PhD students who have completed relevant graduate courses as part of a prior degree may request an exemption from up to 2.0 course credits (equivalent to 4 graduate courses).

  • For a PhD course exemption request to be considered, the prior course(s) must be graduate-level technical courses in the same content area as the proposed PhD research, and they must have been passed with a grade of at least 80% (or equivalent). All course exemption requests must be verified with an offical course outline. For more information about course exemption requests, please visit the Graduate Course Requirements and Exemption Policies webpage.

  • The completed Kuali Proposed Program of Study Form must be submitted by the end of the first term of registration. Students who do not submit a Proposed Program of Study by the end of their first term in the PhD program may be prevented from registering in further courses.

    The members of the PhD Comprehensive Examination Committee shall automatically become members of the student's advisory committee. The supervisor shall propose members, consisting of at least 2 faculty members who are a member of the School of Graduate and Postdoctoral Studies, in addition to the supervisor.

    Progress Review

  • An annual advisory committee meeting will be held with the student, the supervisor, and the advisory committee. The PhD comprehensive examination will serve as the first meeting of the advisory committee. 

    Civil Seminar

  • Civil Seminar lectures are held during the Fall and Winter terms. All PhD students are required to attend 70% of the Civil Seminar lectures (attendance average is calculated each term). Additionally, PhD students must give a Civil Seminar presentation at least once during their program.

  • For more information, please visit our Civil Seminar webpage.

  • Thesis

  • Each student shall refer to the Senate Thesis Policy, which provide specific information about Western's dissertation processes, requirements, services and deadlines, as well as other resources and materials. The SGPS Thesis Guide also contains helpful information related to completing the PhD thesis.

  • Information about the PhD comprehensive exam guidelines and procedures, as well as the comprehensive exam assessment rubrics, can be found in the PhD Comprehensive Exam document.

  • Graduate course enrollment should follow a student's approved Kuali Proposed Program of Study Form (see the above sections on Program of Study for more information about completing this form). It is mandatory that all courses be selected in consulation with the supervisor.

  • A maximum of 2 courses may be taken outside of the home program.

  • A graduate student who wishes to also enroll in a collaborative program must complete the collaborative program admission form and submit it to the CEE Graduate Office.

  • Non-Engineering or Non-Civil and Environmental Engineering Degree

  • A student with a non-engineering or non-civil/environmental engineering background may be required to take additional courses to provide them with the fundamental knowledge necessary to complete their degree. These courses must be taken during the first term of registration.

    Course List and Schedule

  • The CEE course list and schedule will be available each term on the CEE website as well as the Graduate Course Schedules & Outlines OWL site (OWL login required). The course schedule may change, so it is advisable for students to check this site regularly.

  • For information about courses outside of the CEE department, please see the website of the applicable department.

  • Please visit our Course Drop webpage for more information about regulations related to dropping a course.