Fonds F-225 - Office of the Dean of Graduate Studies fonds

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Office of the Dean of Graduate Studies fonds

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  • Source of title proper: The title of the fonds is based on the name of the creating body.

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  • 1965 - 2000 (Creation)
    Office of the Dean of Graduate Studies

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4.5 m of textual records

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(1970 - )

Administrative history

When SFU opened in 1965 the Board of Governors and senior academic staff agreed that there were not enough students to form a separate faculty of Graduate Studies. For the first couple of years, each academic department was responsible for the administration of their own graduate students and the development of graduate programs. In 1968 the Senate Committee on Graduate Studies approved the formation of departmental graduate studies committees and the recommendation of a Dean of Graduate Studies. In 1971, the Office of the Dean of Graduate Studies was officially created. Reporting to the Vice-President, Academic, the Dean was given responsibility for graduate studies policy development and graduate student services, including the administration of research and grants for faculty and scholarships for students. In 1994 the Dean's role was combined with that of Vice-President, Research with the graduate studies portfolio reporting to the Vice-President, Academic. In 2000 the Dean of Graduate Studies was made a separate position once again, with the Vice-President, Research taking responsibility for research administration and the Dean of Graduate Studies reporting back again to the Vice-President, Academic and Provost.

The Office of the Dean of Graduate Studies ensures that graduate students throughout the university conform to standards approved by the university Senate. The Dean is assisted by an Associate Dean of Graduate Studies who is responsible for matters that involve individual students and individual graduate programs. The Dean retains primary responsibility for policy matters and external relations. The Dean approves supervisory committees, recommends the awarding of degrees, advises on program development and approves new graduate programs. The Dean also administers and provides information about all graduate awards and liaises with national and provincial granting agencies. The Office of the Dean of Graduate Studies maintains all formal graduate student records from the time of application to the awarding of degrees. The Dean's office also administers Special Arrangement students and Post-doctoral Fellows. The Office of the Dean of Graduate Studies organizes a number of events throughout the year including Graduate Scholarships Day, the TA/TM Day, library workshops for graduate students, SFU Graduate Student Certificate Program in University Teaching and Learning, and the SFU Teaching, Learning, and Research Showcase.

The Dean of Graduate Studies participates in university administration through membership on senate and various senate committees. The Dean serves as Chair of the Senate Graduate Studies Committee, the Executive Committee of the Senate Graduate Studies Committee, the Assessment Committee for New Graduate Programs, the University Ethics Review Committee, the Senate Graduate Awards Adjudication Committee, and the President's Research Grant Committee. The Dean serves as an ex officio member of Senate, the Senate Committee on Academic Planning, and the Senate Policy Committee for Scholarships, Awards and Bursaries. Over the years, the Dean of Graduate Studies has also served on a series of external boards, including the TRIUMF (Tri-University Meson Facility) Board of Management, the Canadian Association for Graduate Studies, and the Western Canadian Deans of Graduate Studies Committee.

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Scope and content

The fonds consists of records relating to the administration of the Office of the Dean of Graduate Studies. Activities, topics and events documented include the Dean's correspondence with graduate program chairs and academic departments, the greater university community, student clubs, and provincial and national organizations; participation on external and university committees; review of new graduate programs; planning and delivery of training programs and workshops; and the adjudication of graduate scholarships, awards, and bursaries.

The types of documents include meeting agendas, minutes, and supporting papers; correspondence and reports; annual reports; budgets and financial working papers; contracts; new graduate program reviews; and publications including graduate program brochures, student handbooks, and newsletters.

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The records were transferred to Archives through the regular application of university Records Retention Schedules and Disposal Authorities (RRSDAs).


The finding aid for F-225 replaces the superceded/obsolete finding aid for F-21, Office of the Dean of Graduate Studies. Please consult an Archivist for file references that refer to old F-21 numbers.

The material was arranged by the Archivist as no original file arrangement or classification plan was identified during processing. Within each series the records have been arranged chronologically.

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Restrictions on access

Some files may contain personal or confidential information. Access to these files may be restricted as required by law. Files marked 'pending review' must be reviewed by an archivist prior to release, and as a result of the review access restrictions may apply. Please see the file lists and consult the archivist for more details.

Terms governing use, reproduction, and publication

Finding aids

A file list is available.

Appendix 1 contains the document "Organizational Structure of Graduate Studies at SFU" and Appendix 2 contains "Office of the Dean of Graduate Studies" which describes the role and responsibilities of the Dean. Both documents can also be found on the Dean of Graduate Studies website,

Finding aid

Associated materials

For further records relating to the development and administration of the Office of the Dean of Graduate Studies, please refer to the finding aids for the Office of the President (F-193); the Office of the Vice-President, Academic and Provost (F-200); the Office of the Vice-President, Finance and Administration (F-28); and the Senate fonds (F-84). Virtually every academic department at SFU has records relating to graduate studies within their own department. Please consult these individual finding aids for more information.

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All accessions have been processed as of September 2006. Further accruals are expected.

General note

The predominant dates for this fonds are 1965-1998. Records dating post-1998 are all found in Series 7 (Publications) and date 1990 - 2000.

General note

Financial assistance for the arrangement and description of the records and production of the finding aid was generously provided by the Office of the Dean of Graduate Studies in 2006.

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Finding aid prepared by Lisa Beitel (September 2006).

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