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MSc and PhD oral defense

Now that you are thinking ahead to the actual defense of your thesis/dissertation, please note that there are certain procedures, paperwork and deadlines to comply with. Once you’ve reached this point, you must contact the . The following gives you a general ideal of tasks involved in scheduling the oral.

Read the Thesis and Disseration Guidelines carefully!

Please also ask the Graduate Program Assistant for the Degree Completion Checklist - this list contains all of the steps that you will need to follow to complete your degree requirements.

Step 1: Your Supervisor agrees that you are ready to defend

Your supervisor must have read your thesis and agrees that you are ready to defend. You must allow at least two weeks for your supervisor to review your thesis.

Step 2: Distribute your thesis to your committee

Each member of your supervisory committee gets a copy of your thesis/dissertation.

The copies that are distributed to your committee members should have all pages numbered (including frontispiece and figures) and should contain thesis quality figures. What you are handing out at this point is a version of your thesis that you think should not require revisions (although this is rarely the case).

You must allow at least two weeks for your committee to read your thesis. When distributing your thesis, tell your committee when you are hoping to defend so that you can get an idea if this is a suitable time for them.

Step 3: Find an external examiner

Your supervisor must find an appropriate external examiner and confirm with the individual his/her availability to attend the oral examination on the specified date and time. Once you have obtained the information, please provide the name, address, telephone/fax numbers and email address of the external examiner to the Graduate Program Assistant.

Regulations governing the choice of external examiners are as follows:

  • PhD Students: The external examiner must be from outside of the university. The external examiner must be appointed by the Dean of Graduate Studies in consultation with the department(s), and must be arm's-length authorities in the field of research being examined.
  • MSc Students: The external examiner has not had any previous involvement with graduate supervision of the candidate. Please note that the final oral examining committee must include at least one person from outside the home academic unit.

Step 4: Prepare Request for Oral Exam form

After each supervisory committee member has read the thesis/dissertation and has agreed that it is examinable, the following procedures take place:

The student and the committee will decide on a date for the oral that is convenient for everyone. This date must be far enough in advance to allow time to submit the Request for Oral Examination form to the Dean's Office at least 20 working days (for Master's) or 30 working days (for PhD) prior to the examination.

Member signatures may be acquired in any order, except that the supervisor(s) must sign first and the graduate advisor, last. The thesis/dissertation version that your committee reviews prior to the defense is the version that must go to the external examiner and to Graduate Studies. Make all revisions after the defense.

If you have committee members that are off campus and not easily accessible (i.e. out of town) the Graduate Program Assistant can e-mail a copy of the Request for Oral Examination to them to sign and to return via e-mail. Once all signatures are obtained take the Request for Oral Form to the Graduate Program Assistant so she can check for completeness and make a copy for your records.



Step 5: Submission to Graduate Studies

Submit the signed 'Request for Oral Form' to Graduate Studies 20 working days for MSc students and 30 working days for PhD students before the scheduled date of your defense. Along with the form, you must submit a copy of your thesis/dissertation on CD or DVD. Please save your document on the CD/DVD using the following example: Smith_Joe_MSc_2012. If you do not have CD/DVD burning software, please speak with the Graduate Assistant.

PhD students: The Faculty of Graduate Studies will send the external examiner a copy of the dissertation.

MSC students: It is the student’s or the supervisor's responsibility to send a copy of the thesis to the external examiner and this copy must be identical to the committee's copies. This must be done before the Request for Oral Exam is submitted to the Faculty of Graduate Studies.

After you submit your Request for Oral Form, you should receive an e-mail from Graduate Records prompting you to register for UVic DSpace, the online repository where your defended thesis/dissertation will be uploaded later on. Please follow the instructions and register for DSpace.

Step 6: Convocation deadlines

Convocation occurs twice a year (in June and November). In order to convocate at either ceremony, you must have your thesis/dissertation completed and archived (i.e. the defense is over, revisions made and final copies are at Graduate Records) by the posted degree submission deadlines (April 30, August 31, and December 31).

You must submit the Application for Graduation by Dec 1 for Spring convocation and by July 1 for Fall convocation. If you haven’t applied by these dates, fill out the application and take it to the Graduate Admissions and Records Office immediately. However, if you’ve already applied, but know that you will not meet the requirements to graduate on time, notify the Graduate Admission and Records Office. You must apply to graduate before the Graduate Admissions and Records Office can proceed with setting up your Oral Exam.

REGULATION ON DEGREE COMPLETION AND GRADUATION

Step 7: Day of the defense

The Graduate Program Assistant will prepare two forms and give them to your supervisor to take to the oral:

  1. Thesis/Dissertation Approval Form: this form requires original signatures from all the members of your committee. All supervisory committee members are normally expected to be present for their students’ oral examinations. In the event that a faculty member is unable to attend, please read this memo.
  2. Letter of Recommendation: this is a letter signed by your supervisor(s) and the Chair of the Department.

At the defense you will give a 20 minute presentation followed by questions. The external examiner has the first opportunity to ask questions. Then the committee members, the supervisor last. A second round of questions may come. Sometimes even the Chair will have a question (rarely). The room is then cleared of all spectators and the candidate, while the committee confers and comes to a decision.

Step 8: After the defense

After your defense, the Graduate Program Assistant will email you and your supervisor(s) your final CAPP report .pdf (degree evaluation). This is a record of your courses and graduate program. The emailed acceptance of the CAPP report from you and your supervisor(s) confirms that you have completed your degree requirements. The Graduate Program Assistant will foward these emails to the Graduate Admissions and Records Office.

Your supervisor has to approve the revisions and corrections of your thesis/dissertation. Once your supervisor has approved your final version, you will upload it onto UVic DSpace for approval by the GARO clerk. The GARO clerk will check the formatting and layout of your document. If there are any formatting or layout issues, your document will be returned to you for correction. If corrections are required, you must correct and resubmit your document to UVic DSpace. Once the GARO clerk has approved your document, it will be forwarded on to the Librarian for archiving onto UVic DSpace. You will receive an e-mail notifying you that your document has been archived.

Once you have received this e-mail, see the Graduate Program Assistant. She will give you the signed forms from your exam, as well as an additional copyright form that GARO requires. You will then take all the forms to the Graduate Admissions and Records Office. This must be done by the last day of the term you wish to complete in, no exceptions.

Step 9: Copies for binding

Physics and Astronomy requires a minimum of three copies of your final thesis/dissertation for binding. There is no charge for binding these copies, however you are responsible to provide the copies. The distribution is as follows:

  • A copy for you,
  • A copy for your supervisor (and a separate copy for your co-supervisor, if applicable)
  • A copy for the Reading Room
  • (A copy for the Cancer Clinic for Medical Physics grads)

The Graduate Program Assistant will send your copies away for binding and let you know when they're ready for pick-up.

If you want additional copies bound, please give them to the Graduate Program Assistant along with the required copies. The cost is $20.50 per copy and must be pre-paid (cash or cheque made payable to the University of Victoria).

Once you have submitted your copies to the Graduate Program Assistant, the binding process takes 6-8 weeks. Your bound copy can be mailed to you if you are no longer in Victoria by that time.

Outstanding debts?

Check with Graduate Admission and Records (not Accounting) to be sure that you do not owe any money to the University. You will not be allowed to graduate if you have any outstanding debts. You may be able to make formal arrangements with Accounting Services for payment later.

Please note that if you have outstanding debts to UVic (e.g. Traffic Fines), you may receive a “bill” instead of a diploma in your envelope at the actual convocation ceremony.

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