Best Practices for Supervisors & Instructors of Graduate Students with Family Responsibilities

You may have a graduate student with family responsibilities attending your class, and unless they self-identify, you may not be aware of the demands on their time outside of being a graduate student.

There is generally nothing to distinguish a student with family responsibilities, however, commonly these students1 may be:

  • juggling multiple important activities besides academic work
  • feeling time pressure, and therefore less likely to remain on campus for any longer than necessary
  • unable to always prioritize academic work and may need extensions
  • dealing with a sick child, an ailing aging relative, or another caregiving responsibility leading to being unable to attend a class or to missing a deadline

Data from Statistics Canada’s 2012 General Social Survey indicate that 1.9 million Canadians between 15 and 29 (27% of those in this age group) are “young carers”: young people who provide unpaid care for others for reasons of illness, disability, addiction or injury.2

The following are best practices to consider when supporting graduate students with family responsibilities. You should be aware that the Ontario Human Rights Code requires a university to allow for inclusion and full participation, and effectively address any systemic issues when dealing with family-status matters. Flexibility will be key.

A Pregnant Graduate Student or a Graduate Student Expecting a Child

An individual may become pregnant or may be expecting a child while they are a graduate student.  This usually will not affect their studies until the date of the child’s arrival.  During a normal pregnancy, expecting a child should not be considered an illness.  If, however, there are unusual complications (e.g. back pain requiring ergonomic furniture during exams; unable to sit/stand for more than 15 minutes at a time etc.) then this may require a consultation with Accessibility Services.  If the graduate student is adopting or is the other parent, they may need to miss a class for an appointment that cannot be changed. 

In class, a pregnant graduate student may need some extra washroom breaks, may need to snack, or may need to stand up more frequently.  Closer to the expected due date, the graduate student may also require some alternative arrangements for assignments and exams.  The graduate student should contact their Graduate Administrator, and may need to speak to the professor of each class in which they are currently enrolled, if they require alternative arrangements.

Breastfeeding and Children in the Classroom

Breastfeeding

You may receive a request to bring a newborn to class, or a graduate student may need to breastfeed a child in class.  You will need to handle these requests on a case-to-case basis.  Often through discussion with the graduate student, a suitable arrangement can be found.

One solution could be that the child is kept nearby so that the child can breastfeed as needed.  If the student can have someone accompany them, then this individual can often care for the baby in a nearby room, bringing the child in to breastfeed on breaks or as needed.  If no one can accompany the graduate student or suitable childcare arrangements cannot be made immediately, the student may request to keep the baby in class or in a lab.  However, the graduate student needs to be prepared for the possibility that the baby’s presence might be considered disruptive or unsafe, and therefore other arrangements will be necessary. 

A discussion with the graduate student will be required to come up with the most appropriate arrangement that assesses the potential risks to safety, and the potential risks to the academic integrity of the educational process for the graduate student and their peers.

Children in classroom

You may receive a request for an older child to accompany a graduate student to class.  Again, you will need to handle these requests on case-to-case basis, and should have a discussion with the graduate student.  This discussion should assess the potential risks to safety, and the potential risks to the academic integrity of the educational process for the graduate student and their peers.

In addition, on an ongoing basis and in most cases, it would not be appropriate for the graduate student to keep a child in class, and so other childcare options will need to be considered.

You may wish to direct the graduate student who makes a request to breastfeed or to bring their child to class to the Family Care Office for more information on childcare options on and off-campus.

A Sick Child

You may need to accommodate a graduate student whose child is ill during the term, and as a result, the graduate student may miss a deadline for an assignment or be unable to write an exam.

If you are able to adjust a deadline, that may resolve the issue.  However, if the family responsibilities are an ongoing concern, you may need to refer the graduate student to the Family Care Office for resources, and/or consult with the Graduate Administrator for your department.

If the graduate student has informed you that they will miss an exam because of family responsibilities, then you should consult with the academic director in your department to explore what departmental policies or procedures are in place to address this type of concern, and what alternatives may be available for the student.

Elder Care or Other Caregiving Responsibility

A graduate student, who has responsibility for the care of an aging family member or another family member, will likely be juggling multiple activities and may need to explore what options may be available from the instructor to address these competing priorities.

This graduate student may require some additional flexibility, and similarly to the graduate student with a sick child, may require alternative arrangements if they miss a deadline or an exam.

If you are able to adjust a deadline, that may resolve the issue.  However, if the family responsibilities are an ongoing concern, you may need to refer the graduate student to the Family Care Office for resources, and/or consult with the Graduate Administrator for your department.

If the graduate student has informed you that they will miss an exam because of family responsibilities, then you should consult with the academic director in your department to explore what departmental policies or procedures are in place to address this type of concern, and what alternatives may be available for the student.

Attending Classes Remotely Using Skype or Other Technology

You may receive a request from a graduate student who wishes to attend a class remotely as their family responsibilities are making it too difficult to attend a class.  From a pedagogical standpoint, can this class and the work required for this class be done remotely on an ongoing, or perhaps on a one-off basis?  The answer to this question will determine if you can agree to a graduate student’s request.  As the instructor, you need to determine if the academic integrity of the educational process can be maintained, and what would could be available to maintain this academic integrity.  The technology must also be available to both the graduate student and the instructor.

Request to Switch to Part-Time from Full-Time Status

If a graduate student is requesting to change their status to part-time because of their family responsibilities, then the graduate student should be directed to their Graduate Administrator to determine if the program has a part-time option.  The outcome of this discussion and if this is possible will depend on the faculty/department regulations. 

Graduate Supervision

When you become a graduate supervisor, it is important to realize your graduate student may have family responsibilities or may take on family responsibilities during their time as your student.  In this situation, you may find a need to ensure meeting times and networking opportunities are not always occurring after 5pm, or are more flexible.  You will need to determine what will work best for both the supervisor and the graduate student.

Please read the Graduate Supervision Guidelines – Faculty Edition.  You will find Section 6: Creating Equality and Equity When Working with Students to be useful.  The following is written about Students with Family Responsibilities in the Guidelines:

Students with Family Responsibilities

Family responsibilities can impact the way students engage in their studies, and may occur at any stage during the program. For example, students who have young children may require more flexibility in regard to their work schedules and meeting deadlines.1,2 Childcare issues also cannot always be anticipated or planned for in advance. Some students also may encounter illnesses or emergencies among family members that require their attention.

Because such circumstances may well affect academic progress or a student’s involvement in their studies, they may not feel comfortable bringing such childcare or family issues up in discussion with their supervisor. Some students may feel that these are personal issues and that they should not “bother” their supervisor with them. Other students may be concerned that they will make the supervisor think less of them or that it may be interpreted as if they are not as committed to their academic work.

Nevertheless, “life happens,” and situations like this will occur in everyone’s life at some point. It is important for the supervisor to create an environment in which the student can open up about these pressures and where the student feels that the supervisor is there to help them explore various options for dealing with these situations, and if necessary locate resources at the University that can provide advice and support.

You may also be interested in reading the Family Care Office blog post from a graduate student when she was searching for a graduate supervisor. 

Resources

Family Care Office (FCO)

The FCO supports you in your family life as you learn and work.  We serve the University of Toronto students, staff and faculty.  We provide confidential guidance, resources and educational programming for planning for a child, childcare and schools, elder care planning, parenting strategies and more.  We have a Peer Mentorship Program through which a student can receive a mentor who can share valuable tips and candid advice to help a student with the demands of academic work and family responsibilities.

Location:  214 College St, Room 103 (St. George Campus)
Phone:  416-978-0951
Email:  family.care@utoronto.ca
Web:  familycare.utoronto.ca
2020 Family Care Office General Video Presentation

Both, you or your student are welcome to connect with the service or to ask questions.

Accessibility Services

Academic accommodations are provided when students experience disability-related barriers in demonstrating their knowledge and skills. Accommodations are provided to ensure students with disabilities have equal access to meeting the academic standards of their program. The University of Toronto has made a clear commitment to providing effective accommodation for students with disabilities. Please see the University’s Statement of Commitment Regarding Persons with Disabilities (PDF) for details.

Location:  455 Spadina Avenue, 4th Floor, Suite 400
Phone:  416-978-8060
Email:  accessibility.services@utoronto.ca
Web:  https://www.studentlife.utoronto.ca/as

Family Study Space at Robarts Library

Robarts Library welcome children. U of T affiliated users are eligible to register and use the Family Study Space, a secure, child-friendly, sound-proofed room in the Robarts stacks.

Location:  130 St. George St, 9th floor, Room 9-002
Web:  https://onesearch.library.utoronto.ca/family-study-space-robarts

Ontario Human Rights Commission – Policy and Guidelines on Discrimination Because of Family Status

Website: http://www.ohrc.on.ca/en/policy-and-guidelines-discrimination-because-family-status

Student Family Housing (St. George and UTM)

Student Family Housing (St. George) provides a supportive and welcoming place in which to live with spouses/partners and families. It is recommended to apply early.

Location:  30 & 35 Charles St., Toronto
Phone:  416-978-8049
Web:  http://studentfamilyhousing.utoronto.ca/

Student Housing & Residence Life (UTM) provides over 1500 student residence spaces.  UTM offers a diverse range of housing options which include students with families within the U of T system.

Location:  Oscar Peterson Hall, Suite 120
Phone:  905-828-5286
Web:  https://www.utm.utoronto.ca/housing/

School of Graduate Studies

Leave of Absence Policy

Graduate students may apply to their Graduate Coordinator for a one-session to three-session leave during their program of study for parental leave by either parent at the time of pregnancy, birth or adoption, and/or to provide full-time care during the child’s first year.

Website: http://www.sgs.utoronto.ca/facultyandstaff/Pages/Leave-of-Absence-Policy.aspx

Financial Aid and Advising

The Graduate Student Financial Advisor at the School of Graduate Studies can provide information and direction on financial aid programs such as student loans, and other resources available to graduate students such as the SGS Parental Grant.

Email:  sgs.financial.assistance@utoronto.ca
Web:  http://www.sgs.utoronto.ca/currentstudents/Pages/Financial-Aid-and-Advising.aspx

References

  1. The University of Toronto Innovation Hub wrote a useful reference – Understanding the Experience of Student Parents at the University of Toronto, 2019. http://blogs.studentlife.utoronto.ca/innovationhub/files/2019/08/FamilyCareOffice_April2019.pdf
  2. Breen, A., It’s Time to Care for Our (Young) Carers. The Vanier Institute of the Family. 2016. https://vanierinstitute.ca/time-care-young-carers/